Administrative Support Associate - North Carolina A & T State University : Job Details

The Administrative Support Associate is primarily responsible for the day-to-day operations of the Department of Agribusiness, Applied Economics & Agriscience Education and to provide assistance to the Chairperson of the Department. This person will be responsible for coordinating faculty activities, departmental meetings/conferences calls, enter classes as well as assign classrooms into the banner system, student registrations, process travel and Aggie-Mart purchases. Preparation of reports requested within the University; manage all other urgent matters which may arise on a daily basis.

Primary Function of Organizational Unit

N.C. A&T is a public, land-grant, doctoral research institution and has been the largest historically Black university in the country for the past decade. With an enrollment of 14,311 students in Fall 2024, the university offers 59 undergraduate degree programs, 36 master's programs, and 12 doctoral programs. It is America's top producer of Black graduates in Engineering and Agricultural Science bachelor's programs, as well as a top five producer in numerous additional disciplines, including Liberal Arts and Communications/Journalism. It also ranks no. 3 in master's degrees awarded to Black graduates in Engineering Technologies and Related Fields, no. 4 in master's degrees in Engineering, and no. 11 best business school for women in the nation.

Nationally recognized for its leadership and excellence in STEM education and research, N.C. A&T is classified as R2-High Research Activity in the Carnegie Classifications and is poised to achieve R1-Very High Research Activity status. It also holds Carnegie's earned credential in Community Engagement and the Association of Public and Land-Grant Universities (APLU) Innovation and Economic Prosperity designation. With an annual economic impact of $2.4 billion, N.C. A&T plays a vital role as a higher-education economic driver in North Carolina's Piedmont Triad region and across a state that is ranked No. 1 in the nation for the second straight year as best for business by the CNBC financial network.

The mission of the College of Agriculture and Environmental and Science (CAES) is provide opportunities for individuals for diverse backgrounds to achieve excellence, through intellectual and technological advancements, in the food, agricultural environmental and life sciences that will cultivate and enhance their potential for global leadership, productivity and competitiveness. The goals for the CAES are three-fold: (1) Provide learning experiences through which students gain-in-depth competencies-knowledge and skills-which will ensure their success in the changing work environment, and improve the quality of life for the citizens of our community, state and nation, (2) Enhance, expand and integrate quality teaching, research, extension and global outreach, and (3) Strengthen the integration and use of effective cutting edge information and technologies.

Work Hours 8 am - 5 pm Monday-Friday Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies.

Key Responsibilities and Related Competencies

Required Competency Verbal Communication Duties

* The position requires the interpretation of university academic policies as included in the undergraduate and graduate bulletins. Additionally, the position must be aware of established student affairs policies. Moreover, the position must be cognizant of university budgeting and travel procedures, and laws concerning FERPA.

* On a daily basis the position will encounter a variety of student issues concerning curricula, student/faculty conflicts, and student personnel and academic issues which requires the interpretation of specific policies in addressing the issues.

* The position requires the interpretation of university human resource policy when assisting the department head in resolving completing respective confidential human resource paperwork.

* The position requires interaction with students, families, and other external personnel and must be able to interpret specific university policies in the absence of the department head, program coordinators, or other faculty.

* The position will be responsible for managing departmental academic budgets and must use their critical judgment when interpreting university fiscal policy, in order to complete specific task.

* The position handles documents such as Academic Plans of Actions, Academic Transcripts, Counseling Referrals, FERPA Forms,. Correspondence to students, faculty, and external stakeholders from the Department Head, and faculty personnel files.

* The position manages confidential payroll documents for faculty, undergraduate, and graduate students, which require timely processing.

* The position manages confidential academic grant accounts, and evaluation reports that must be submitted to various department, private entities, and state and governmental agencies.

Required Competency Written Communication Duties

* The position assist the department head in compiling and writing quarterly, monthly, and annual reports with respect to various departmental evaluation metrics and reporting functions.

* Research for data to compile the aforementioned reports is a critical function of this position.

* The position collects data such as GPA, Hours Earned, Academic Persistence, Student Accommodations, Student Internships/Co -Ops, and other data from a variety of offices such as Institutional Research, Registrar, Admissions, and the Counseling Services.

* The most complex products created are departmental annual reports, academic budget reports, enrollment Reports, student performance reports/retention reports, and other manuscripts. These products are used to communicate the overall status of the departmental operations in terms of faculty, staff, and student issues.

* Other sensitive documents include those related to human resource issues for departmental faculty and staff, and the careful ensuring of all university guidelines be followed and interpreted properly.

* Sensitive documents also include budgetary forms that must be accurately compiled to ensure fiscal compliance with all budgetary functions.

* Sensitive materials include correspondence to the Office of Counseling regarding confidential student issues, the Office of Veterans Affairs and Disability Support Services, and other related reports.

Required Competency Office Technology Duties

* The position requires the utilization of the Microsoft office package to compile data and reports.

* It requires the utilization of Banner Finance and Banner Academic to access and input data.

* Data specifically from Excel Spreadsheets and other data packages must be linked into Banner Finance and Banner Academic for processing.

* The specific tasks that require integration can concern student scheduling, academic records, budget figures, and a variety of other task.

* The position reports directly to the department head and serves as the lead administrative staff for the department.

* As the lead administrative support staff member the position will serve as the technical advisor on all issues concerning Banner Finance and Banner Academic, in addition to other administrative systems.

* The person serves a technical advisor on a daily basis, and some after hours consulting as needed.

Required Competency Work Coordination Duties

* The documents managed by this position include annual reports, Grade Appeal, Change of Major, Change of Grade, Consortium Forms, Title III budget reports, Enrollment Reports, Student Performance Reports/Retention Reports, and other reports.

* The position manages all departmental personnel files, include sensitive human resource documents, and payroll forms.

* Departmental budget forms for grant accounts, faculty, student, and staff travel are managed by the position.

* The position will have oversight overall all student workers employed within the departmental offices.

* This position will be expected to develop office management procedures that lead to the efficient operation of all department business function in order to serve both internal and external stakeholders.

* The changes in procedures and process that the position will impact should be changed to produce the high quality office work environment, that facilitates effective customer service.

Required Competency Problem Solving Duties

* Many unprecedented issues for this position will many times center around issues of communication with internal and especially external stakeholders, that might not necessarily directly involve this position but eventually will require intervention in absence of the department head.

* Specific unprecedented issues primarily will come in the area of student service and providing them with answers to resolve problems that may affect their specific status at the university.

* Recommendations for many issues encountered by this position could be referral to other university offices, intervening on the stakeholders' behalf with other campus units, and identify resources to solve the issue when pertinent.

* Issues that this position will be called upon to resolve without guidance will include issues with students such as scheduling, student/faculty communication, and issues with financial aid.

* Other issues will include staff conflicts within the department and finding proper resolution to the specific issues.

* Resolving issues with academic budgets and other fiscal matters with respect to the departmental operations.

Required Competency Program Knowledge Duties

* The position must have an in-depth working knowledge of Banner Finance and Banner Academic in order to properly assist both internal and external stakeholders.

* The position must also have an in-depth knowledge of academic and university business policies in order to properly assist the department head, faculty, staff, and students on a daily basis.

* Information analysis with respect to departmental budget expenditures is imperative in order to ensure that university policies are followed.

* Information analysis with respect to academic policies is imperative in order to ensure that university policies are followed and students are properly serviced.

* Information analysis with respect to human resources is imperative in order to ensure that university policies are followed and employee issues are properly addressed.

Required Competency Information/Records Administration Duties

* The position collects data from institutional research, academic affairs, and other university offices to compile monthly, quarterly, and annual performance reports from the department and for other entities.

* The position collects data from faculty and other resources to assist in the reporting of human resource related matters from the department.

* The position collects information regarding departmental accounting in order to report on fiscal management issues.

* The position collects data such as GPA, Hours Earned, Academic Persistence, Student Accommodations, Student Internships/Co -Ops, and other data from a variety of offices such as Institutional Research, Registrar, Admissions, and the Counseling Services.

* Key data elements include student academic metrics such as GPA, hours earned, hours transferred, financial aid funding, etc..

* Departmental budgetary expenditure data is collected with respect to encumbered funds, account balances, and budget revisions

Required Competency Budgeting Duties

* The position is expected to manage all academic budgets within the department, maintain accurate balances, and advise the department head on fiscal matters related to all resources.

* Specific recommendations can include expenditures for office operations, specific departmental academic programs, and departmental student services.