Administrative Support Associate - North Carolina State University : Job Details

The Division of Academic & Student Affairs (DASA) is where students discover connections and community. It is where students live, where they gather, where they improve themselves, each other, and their university. DASA is where students seek guidance and support, both in and outside of the classroom. The division serves all students at NC State through three integrated components: academic affairs, student affairs, and University College.

NC State wants employees to achieve their highest potential at work, learn more about our employee value proposition here (You Belong Here). The Division of Academic and Student Affairs is the place to work for values-driven faculty and staff who are passionate about promoting the success of the whole student.

Unit Description:

TRIO Programs were established to support the nation's commitment to provide educational opportunity for all Americans to enter college, graduate, and move on to participate more fully in realizing America's Economic and Social Dream. These Programs are funded under Title IV of the Higher Education Act of 1965 and are referred to as TRIO Programs because initially there were just three programs Upward Bound, Talent Search, and Student Support Services. The number has now expanded to include Educational Opportunity Centers, Ronald E, McNair Post Baccalaureate Achievement Program, Upward Bound Math & Science and Veterans Upward Bound.

Essential Job Duties

The Administrative Support Associate provides administrative and office support for the operation of the TRIO Collegiate Programs (Student Support Services, Student Support Services STEM, Ronald E. McNair Scholars Programs) and Pack Support Programs (1887 Scholars, First in the Pack, and Pack Promise). The Administrative Support Associate will manage the office workflow of six full-time professional staff and a Director. The Administrative Support Associate provides support for the office, including welcoming visitors, corresponding with student participants, maintaining records, invoicing payments, hiring temporary workers, and database entry. The position serves as office manager and student support for undergraduate students, faculty mentors and peer tutors.

PRIMARY DUTIES AND RESPONSIBILITIES:

* Greets individuals calling in person or by telephone; refers caller to proper person or gives out information as appropriate; provides routine assistance and information to students and potential participants;

* Monitors participant involvement and maintain appropriate documentation of TRIO participant records in electronic student databases and student files; gathers data from files and from computer-maintained programs and prepares periodic reports;

* Coordinate special events, including graduate school tours, cultural enrichment activities and experiential learning opportunities;

* Process vouchers, bi-weekly pay, and travel via portal;

* Reconcile expenditures and P-Card transactions monthly for seven staff members;

* Assist in the coordination of all program recruitment activities which include printing materials, ordering recruitment materials, uploading intake interviews and participant needs assessments into program database;

* Assist with the promotion, collaboration, public relations of the TRIO Collegiate and Pack Support Programs with university officials and community agencies;

* Assist the Tutor Coordinator with collecting weekly tutor reports and logs usage using KABA time for resource staff;

* Assists Senior Director with the Annual Performance Report (APR) for three grant-funded projects;

* Maintains departmental calendar of deadlines, activities, and meetings; may make hotel and travel arrangements for Senior Director and others for professional meetings and research symposiums;

* Assist the Senior Director with course implementation and management, including inputting program requirements, updating syllabi, contracts and, electronic materials and files and ordering books and class materials, office supplies for research presentations (MCNAIR);

* Gathering, collecting, and updating student and alumni data (10-year tracking model)

Other Responsibilities

Qualifications

Minimum Experience/Education

High School Diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

Other Required Qualifications

* Previous office assistant/secretarial experience

* Experience with the MS Office Suite such as Microsoft Word, Excel, Access (or other database management software), PowerPoint, and Publisher.

* Strong organizational skills, both verbal and written.

* Highly motivated. Must be a self-starter and willing to take initiative to perform responsibilities independently.

* Flexibility to work some evenings and weekends.

Preferred Qualifications

* Able to learn, interpret, follow, and act upon the federal and state guidelines governing the Program.

* Experience with Gmail, PeopleSoft, and bookkeeping.

* Bachelor's degree from an appropriately accredited institution.

Required License or Certification

N/A

Valid NC Driver's License required No Commercial Driver's License Required? No