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 in Business Administration or Child Development and three (3) years of related office experience. Possess skills in BANNER or a similar information management system. Excellent verbal and written communication skills are required. Must be able to obtain and maintain a criminal background check qualifying letter and CPR and First Aid certifications, in addition to requested correspondence for pre-service and in-service requirements of the Division of Child Development and Early Education. Must have a current TB Screening and physical signed and dated by the physician.

Required License or Certification

Applicant must hold a current NC Division of Child Development and Early Education Criminal Background Check (CBC) Qualification Letter. This is in addition to the university's criminal background check.
The applicant must also be First Aid/CPR Certified.

Position Overview

Primary Purpose of Position

This position is essential to the day-to-day operations of the Child Development Laboratory (CDL), serving as the first point of contact for families, children, students, faculty, and visitors. Responsibilities include providing front-line administrative support to the CDL, director, assistant director, four teachers, and approximately 34 students. The role involves managing the main office, communicating effectively via telephone and email with on-campus personnel and external organizations, planning events and meetings, and preparing travel arrangements. The position requires answering inquiries, processing information, editing various documents, maintaining records, and supporting budget management. Additionally, the administrative support specialist assists with admissions, maintains student records, supports staff training and development, manages office technology, promotes CDL activities on social media, and serves as a substitute teacher as needed to maintain staff-child ratios.

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 Child Development Laboratory is administered by the Department of Family and Consumer Sciences the Department of Family and Consumer Sciences within the College of Agriculture and Environmental Sciences at North Carolina A&T State University. The CDL has been in existence for over sixty years. The CDL offers a high quality 5-Star program, as determined by the North Carolina Division of Child Development and Early Education. This is the highest rating available to early educational facilities in North Carolina. The laboratory services children from age 2 1/2 to 5-years-old and provides an enriching environment for young children and their families. Two classrooms are staffed with experienced teachers educated in the fields of Child Development and Early Childhood Education. The CDL focuses on the physical, cognitive, social, emotional, and creative development of the child. The CDL is also a teaching, research, and service laboratory for students in the Department of Family and Consumer Sciences who major in Child Development and Family Studies at N.C. A&T. The CDL is also available for use by students from other majors across the campus that have an interest in child development, child behavior, special education, human performance & leisure studies, speech pathology, social work, psychology, and other areas involving children and families. The maximum enrollment in thirty-four (34) children per year.

Work Hours
8:30 am- 5:30 pm M-F

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
Verbal Communication

Duties

Public Contact/Verbal Communication & Problem Solving:
-Manages the main office and serves as the first point of contact for parents, children, students, faculty, and visitors, ensuring smooth daily operations.

-Communicates effectively via phone and email with campus personnel, the public, institutions, state and federal agencies, non-governmental organizations, and industry partners to coordinate events, meetings, and other business activities.

-Independently addresses inquiries, utilizes various resources to provide accurate information, and ensures efficient problem-solving.

-Coordinates travel arrangements, itineraries, and appointments for CDL personnel while maintaining communication with on-campus offices and external agencies.

-Supports graduate and undergraduate students by providing essential information related to work responsibilities and payroll.

-Answers general inquiries about the CDL and departmental programs while exercising discretion in handling confidential information.

-Demonstrates strong problem-solving and mediation skills, ensuring a tactful approach to addressing concerns while interpreting and explaining policies, procedures, and processes to parents, faculty, administrators, staff, and students as they relate to academic, research, and fiscal functions within the CDL.

-Conducts preschool tours for prospective families and university visitors.

-Collaborates with college departments to integrate student learning opportunities such as internships, field experiences, and volunteer placements.

-Fosters engagement in professional learning communities (PLCs) with community partners.

-Interprets guidelines, advises on non-standard situations, and effectively communicates expectations to other employees, which may include formal or informal training.

Required Competency
Written Communication

Duties

-Independently compiles, analyzes, assimilates, and composes information into varied or non-standard formats, ensuring responsibility for content review, accuracy, quality, and timelines, requiring in-depth program knowledge and interpretation.

-Edits memorandums, proposals, reports, letters, manuscripts, and general correspondence from handwritten and electronic copies.

-Edits, types, prints, and copies materials.

-Composes agendas and minutes of meetings.

-Composes and edits brochures, pamphlets, and news articles for the CDL.

-Composes correspondence independently following established guidelines, when necessary.

Required Competency
Information/Records Administration

Duties

-Performs research, data collection, and analysis of information, and writes reports.

-Utilizes, reconciles, and manipulates data from different internal and external software systems.

-Applies in-depth knowledge of a variety of complex processes and procedures.

-Compiles and updates records related to licensure and all operational activities in the CDL; takes appropriate action on correspondence/documents that require follow-up.

-Summarizes, compiles, and tabulates narrative and numerical materials.

-Reviews and reconciles budget line items charges and prepares budget revisions for CDL accounts; maintains a report of expenditures.

-Retrieves materials in order to prepare reports and other publications.

-Researches information for purchase requisitions, quotes, and procurement processes.

-Assists in monitoring and tracking inventory of equipment and supplies.

-Drafts all travel itineraries or schedules for the director, assistant director, and teachers; drafts travel reimbursements.

-Records minutes of meetings and maintains an organized filing system, both electronic and physical, for easy retrieval of records click apply for full job details