Location: Pembroke,NC, USA
Division Academic Affairs Department Thomas College of Business and Economics Working Title Administrative Secretary Vacancy Type Probationary Permanent Full Time Min T/E Requirements
High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.
FTE 1 Position Overall Competency Level J Recruitment Range $36,894 - $38,890 Anticipated Hiring Range $38,679 - $38,679 Position # 2707 FLSA Status Non-Exempt Months per year 12 Work Schedule =e.g. 8-500 8:00 a.m. - 5:00 p.m. Work Schedule Type First Shift Primary Purpose of Organization Unit
The College of Business and Economics changes lives through education. It prepares students for careers in accounting, economics, entrepreneurship, finance, international business, management, marketing, financial services and supply change management.
Primary Purpose of Position
Supports the Associate Dean, Department Chairs, and the Passport Program in the College of Business and Economics by interacting with students, Business faculty and others.
Job Description
Student Support and Faculty Assistance (60%)
* Answers and directs phone calls for the Thomas College of Business and Economics.
* Provides guidance to students on various issues, directing them to appropriate contacts within the university. This role requires a strong understanding of university regulations and procedures, including academic requirements, registration, and drop/add processes.
* Assists faculty members, department Chairs, Directors, and the Associate Dean, requiring knowledge of university processes related to procurement, travel requests, and state vehicle use.
* Assists the Executive Assistant in planning the logistics for meetings and events in the college. This will include tasks such as scheduling, venue arrangements, equipment setup, and other behind-the-scenes coordination that would be essential for the successful execution of meetings. Work outside normal office hours may be required.
* Assists with orienting new faculty and managing onboarding paperwork.
* Coordinates with publishers to request teaching materials for faculty.
* Communicates with vendors for various departmental needs.
* Assists the Executive Assistant with hotel reservations and travel arrangements for visiting faculty, guest speakers, etc.
* Serves as the first point of contact with students, prospective students and their parents, vendors, administrators, and other departments, necessitating excellent communication and written composition skills.
* Occasionally supervises work-study office assistants as directed.
* Retrieves and distributes incoming mail to the college.
* Performs additional duties as assigned.
Passport Program Support (25%)
* Provides some administrative support for the passport program.
Reports and Records (10%)
* Maintains confidentiality and protects the privacy of students, faculty, and staff.
* Provides registration overrides as directed by the Associate Dean.
* Inputs data for faculty teaching schedules into scheduling software.
* Tracks student advisees and their advisors, directing students to advisors as needed.
* Notify students who do not meet prerequisites and administratively dropping them as directed by the Associate Dean.
* Records minutes for college meetings, submitting them for revision, approval, and posting on them on approved sites.
File Maintenance (5%)
* Collects and organizes syllabi from faculty.
* Scans and compiles student evaluations, generates reports, distributes them to faculty, and maintains corresponding files.
* Tracks textbook orders, reminding faculty to submit them promptly.
Facilities Management (5%)
* Maintains departmental bulletin boards and reviews postings for approval.
* Manages master keys for the building and distributes them to faculty as appropriate.
* Ensures classroom equipment (e.g., boards, desks, computers, projectors) is in good working order.
* Maintains supplies for faculty, such as pens, markers, erasers, and staples.
* Oversees the condition and supplies of printers, copiers, and fax machine.
* Monitors and ensures maintenance of electronic display board in the lobby.
* Coordinates classroom, seminar room, computer lab etc, reservations for events through EMS.
* Updates the social media sites of the College.
Technological Skills
* Proficient in office software including MS Outlook, MS Word, MS Excel, MS PowerPoint, and Banner
Management Preference
Preference will be given to a person with good language skills who has the self-discipline and insight needed to work without direct supervision. Knowledge of Banner would be a positive factor.
Lic or Certification required by statute or regulation
N/A
Posting Information
Job Opening Date 11/20/2024 Job Closing Date 12/04/2024 Posting Category Administrative Support Posting Number SPA00639 Quick Link to Posting Special Instructions to Applicants
This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable) and credit history check (if applicable). In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. New employees are paid only by direct deposit to the financial institution of their choice. Candidates claiming Veterans Preference must attach a copy of their DD-214 as a part of the online application process.
UNC Pembroke is an Equal Opportunity Employer. The University prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibits discrimination against all individuals based on their age, race, color, genetic information, religion, sex, sexual orientation, gender identity or expression and national origin. UNC Pembroke is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings.