Administrative Support Specialist

Posting Details

Classification Information

Position/Classification Title
Administrative Support Spec

Classification Type
SHRA

Position required to work during periods of adverse weather or other emergencies:
N - Not Mandatory

Minimum Experience/Education

High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Preferred Years Experience, Skills, Training, Education

• Bachelor's degree or three years of relevant experience or a combination of education and relevant experience

• Have excellent interpersonal skills

Have strong critical thinking, organization, and problem-solving skills
• Proficient written and verbal language skills

Required License or Certification

Position Overview

Primary Purpose of Position

The Department of Communication Science and Disorders (CSD) within the Hairston College of Health and Human Sciences at North Carolina A&T State University is seeking an administrative support specialist to support administrative departmental tasks and projects. This position provides high-level administrative support to the Chair of the Department, faculty, and students. The employee interacts with the public, students, faculty, staff, and alumni with department services and operations. Responsibilities include support for academic activities such as course scheduling, registration and record keeping; office management, procurement, front line reception; coordinating internal and external communications, and other day-to-day office operations.

Primary Function of Organizational Unit

North Carolina A & T State University is a public land grant high research institution that is committed to teaching and learning, scholarly and creative research, and effective engagement and public service. As the largest HBCU in the nation, our enrollment is over 13,487 students and our workforce include over 2,000 employees. North Carolina A&T State University offers over 90-degree programs at the bachelors, master's, and doctoral levels through eight academic colleges. The University is one of the sixteen constituent units of the University of North Carolina (UNC) and is accredited by the Southern Association of Colleges and Schools (SACS). The strategic vision, preeminence 2030, focuses the University on interdisciplinary scholarly activities in a learner-centered environment.

The John R. and Kathy R. Hairston College of Health and Human Sciences (HCHHS) comprises six departments and the School of Nursing. The HCHHS offers the following undergraduate degree programs; Communication Sciences and Disorders, Health Services Management, Kinesiology, Nursing, Psychology, Social Work, and Sociology. At the graduate level, HCHHS offers four graduate degree programs including the Masters in Physician Assistant Studies (PA program), Master of Social Work (MSW), Master of Science in Health Psychology and Ph.D in Social Work. Three additional doctoral programs are being developed; Doctor of Nurse practice (DNP), PhD in Applied Psychology, and PhD in Sociology. The HCHHS is also home to the Center of Excellence in Integrative Health Disparities and Equity Research (CIHDER), a hub for multidisciplinary research and community engagement efforts to alleviate health inequities. The HCHHS capitalizes on the synergistic relationships between these departments to develop advanced academic programming, enhance the mentoring of trainees, and conduct collaborative multidisciplinary research and scholastic activity.

The Department of Communication Science and Disorders at North Carolina A&T State University is a supportive community of committed faculty and practitioners whose goals are to introduce students to the ideas and concepts relevant to this discipline, encourage interdisciplinary learning, prepare students for study in graduate schools, prepare students to conduct both basic and applied research. These goals are reached through quality classroom instruction, departmental colloquia, departmental student organizations, internship opportunities through independent study, and individualized research projects. The Department of Communication Science and Disorders has 160 enrolled undergraduate students and currently has 6 tenure-track faculty. The department is seeking candidates to join a growing program with a highly interactive and productive faculty. The Department of Communication Science and Disorders is a liaison office with facilities in Hines Hall, Proctor Hall, and General Classroom Building and provides an array of building-related services (i.e., scheduling classrooms for instructional purposes, coordinating special events, overseeing repair and maintenance request, etc.).

Work Hours
8am to 5pm, Monday- Friday

Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies.
On-site (Employees are primarily in the office and/or have a critical job requirement that requires dedicated office space on-site)

Key Responsibilities and Related Competencies

Required Competency
Communication - Verbal/Written

Duties

This position will require proficiency in both verbal and written communication, as well as exhibit interpersonal communication abilit6y. Under the guidance and direction of the supervisor, the employee will have responsibility for generating/writing department-related correspondence and reports, and will show ability to accurately edit/proof correspondence, reports and proposals. In addition, the employee will maintain regular contact with several different audiences, including the general public, students, faculty, and other personnel both internal and external to the Department, College and University. The position will have considerable public contact; therefore, the ability to show knowledge and understanding of the department's mission, goals. programs and initiatives is key, in addition to exhibiting professionalism in all interactions in representing the Department.

Required Competency
Information/Records Administration

Duties

This position will assist the Chairperson and faculty (as needed/required) with academic and content-specific reports, proposals, project/progress reports, information/data gathering and compilation, etc., regarding departmental research; implementation of new hire procedures for the department; and assisting with student registration, chairperson/faculty travel; equipment inventory; etc.

This position has responsibility, for developing and maintaining general and content-specific academic/student files and managing security and access of said files. The employee will have familiarity with and ability to apply the University/state rules and regulations governing the privacy and confidentiality of these departmental records/files.

Required Competency
Problem Solving

Duties

Identify and understand issues, problems, and opportunities for the office. Use effective approaches for choosing a course of action or developing appropriate solutions. Handle, refer and/or escalate situations needing attention.

Work closely with the Chair, understanding and offering solutions for day to day office activities.

This position will have responsibility for monitoring the Department of Communication Science and Disorders' budgets, processing and tracking expenditures, and generating and processing required travel expense/reimbursement paperwork. etc. The employee will be able to utilize all University-based financial systems, such as Banner Finance, Aggie Mart Purchasing, E-Travel and Banner Payroll.

Required Competency
Knowledge - Program and Organization

Duties

As primary frontline support for the Communication Science and Disorders Department, the position has a key responsibility for managing the main office, and the employee must demonstrate an in-depth knowledge of the Department, its programs. processes and organizational operation. In this role and in conjunction with the Chairperson and additional office personnel, the position assists in prioritizing the Department's work assignments, information request, etc.; assists with defining/refining and implementing the goals/objectives of the Department; coordinating work assignments and payroll for student assistants assigned to/employed by the Department; and serves as an additional resource for faculty and students in resolving issues and problems (other than those specific to the domain of the senior personnel) and assumes responsibility for and manages the results of those decisions. In addition, the position has responsibility for and manages the results of those decisions. In addition, the position has responsibility for coordinating faculty correspondence and receipt, as well as scheduling appointments for the Chairperson and maintaining associated calendar and coordinating Departmental meetings/events as needed/required.

Position Information

Working Title
Administrative Support Specialist

Competency Level
Journey

Position Number
007685

Recruitment Range
$37,486- $44,510

FLSA
Non-Exempt

Appointment Type
Permanent - Full-time

FTE

If Time Limited, Appointment Length

Organizational Division
Communication Sciences and Disorders

Organizational Location
College of Health and Human Sciences

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