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University of North Carolina Charlotte jobs

Administrative Support Associate

University of North Carolina Charlotte
$35,212 - $42,000
United States, North Carolina, Charlotte
Feb 21, 2025
Administrative Support Associate
Please see Special Instructions for more details.
UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits
The finalist may be subject to a criminal background check and/or motor vehicle report.
  • The Search Committee will not contact references without first verifying permission with the finalist.
Please ensure your full range of knowledge, skills, abilities, experience, and education are listed on your application.
  • Do not write 'see resume' on your application when completing the job duties section.
Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions. (see the job duties section of previous employment).
Please submit a resume and cover letter with your application if requested.
  • These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education, and professional experience.
* * This position is being reopened to all candidates. If you have already applied for this position your application will be considered and you do not need to reapply as your application is still valid.
Position Information
General Information


Vacancy Open to All Candidates
Employment Type Permanent - Full-time
If time-limited, note appointment end date
Hours per week 40
Months per year 12
Position Number 002356
NC Salary Grade Equivalency GN06
Classification Title Administrative Support Associate - Advanced
Working Title Administrative Support Associate
Salary Range $35,212 - $42,000
Anticipate Hiring Range $35,212 - $42,000
FLSA Status Non Exempt
Division Academic Affairs
Department College of Humanities & Earth and Social Sciences (Col)
Work Unit Languages, Cultures, and Translation
Work Schedule
8:00am - 5:00 pm, Monday - Friday
Primary Purpose of Position
The Administrative Support Associate serves as the primary Staff Assistant for the Department of Languages, Cultures and Translation, and serves as the face of the department in the main office. The person in this role will use in-depth knowledge of the university, the department, and the language programs and policies to refer faculty, students and staff to department and university resources. They will be responsible for managing all faculty and staff travel, which includes P-Card purchases, submission of reimbursements, and maintaining the department's travel budget. Other responsibilities include building the schedule in Banner, managing the Placement and Certification of Proficiency processes, managing office supplies, signage, copying, mail, maintenance requests, room reservations, and office space.
In addition, the person in this role will assist with graduation pre-clearance reports for minors and certificates, degree substitutions and course waiver requests, course permits, authorizations and other registration errors that may arise. Responsibilities also include assigning minor and certificate advisors, and facilitating the major/minor/certificate add/drop process.

The person in this role is responsible for the social media presence of the department, maintenance of the website and digital screens, and assistance with events and conferences (including advertisements, reservations, and planning). They will also assist the Chair, Associate Chair and Business Services Coordinator with special projects.
Minimum Education/Experience
Required Minimum Qualifications:
Graduation from high school; or an equivalent combination of education and experience.

University Preferred Qualifications:
Graduation from high school, or completion of its equivalency, and three years of office/clerical work experience; or an equivalent combination of training/experience.
Essential Job Duties

  • Serve as the primary Staff Assistant for the Department of Languages, Cultures and Translation, and as the face of the department in the main office.
  • Provide detailed information about the 28 programs of the department to students.
  • Make recommendations to leadership regarding processes which need streamlining attention, and facilitates change.
  • Manipulate generic reports on students to yield results needed to make decisions on scholarship award eligibility, honors criteria, etc.
  • Extract placement test data and import the results into Banner.
  • Maintain enrollment data and provide information to the leadership team about trends.
  • Work with data obtained from Report Express/Report Central and other resources to generate statistics and charts, including faculty advisor assignments and graduation reports.
  • Work with the Chair, Associate Chair and Graduate Program Directors, Business Services Coordinator, as well as the Professional Advisor and Program Coordinators on special projects such as Program Review, ROI reports, Assessment, Policy Audits, and other projects assigned by the Dean's Office and Academic Affairs.
  • Use in-depth knowledge of the university, the department, and the language programs and policies to communicate and refer faculty, students and staff to department and university resources.
  • Administer the online and in-person Language Placement Test.
  • Respond on phone, and in person to inquiries about class registration, placement, proficiency, eligibility, and alternatives to language requirement policies. Explain such policies to students, faculty, and the general public.
  • Assist department leadership, committees and faculty with creating and maintaining personnel files. This includes the review, proofreading and editing of confidential materials.
  • Manage all faculty and staff travel, including P-Card purchases, submission of reimbursements, and maintaining the department's travel budget.
  • Serve as Concur Delegate for all faculty in the department, and keep up to date on, and communicate all Travel policies to travelers.
  • Make recommendations to the Chair and Business Services Coordinator regarding the use and distribution of funds for travel.
  • Serve as first point of contact for resolving faculty and student issues and problems, and direct them to the appropriate experts or institutional resources.
  • Explain and interpret departmental policies and procedures regarding placement, proficiency certifications, and petitions such as substitution/waivers.
Other Work Responsibilities

  • Assist advisors with graduation preclearance reports for minors and certificates.
  • Assist advisors with processing degree substitutions and course waiver requests.
  • Assist advisors with processing Course permits, authorizations and other registration errors.
  • Ensure accurate minute taking at departmental and/or committee meetings.
  • Compose and respond to emails regarding the update of written content for department website, as well as for the department Canvas courses for Faculty Orientation, Graduate Student Orientation and Undergraduate Student orientation advising modules.
  • Serve as the first point of contact for the travel software Concur for faculty who wish to travel.
  • Maintain detailed records of travel expenses and budget.
  • Serve as a resource for faculty use of the copier and printer, and use Top Access to update and maintain the copier access for faculty.
  • Utilize softwares such as Archibus, 49er Mart, Report Central, Report Express, Perceptive Content, Anthology, Docusign, Factbook, and Google and Microsoft Office Suite
  • Other duties, as assigned.
Departmental Preferred Experience, Skills, Training/Education

  • Bachelors degree is preferred.
  • One year of administrative experience working in Higher Education is preferred.
  • Financial management/budget experience and proactive organizational skills are a plus.
  • Intermediate knowledge and skills in use of the Microsoft Office Suite, Google software, and university systems such as Banner, Concur, Report Central, Internet Native Banner or similar, is highly desired.
  • Ability to work independently, with a high level of professionalism, customer service orientation, and an understanding of confidentiality is strongly preferred.
  • Strong attention to detail is essential for this position.
  • Excellent written and oral communication skills are preferred.
  • Experience in website maintenance and creating social media postings is a plus.
Necessary Licenses or Certifications
Work Location COED 453B
Posting date 02/14/2025
Closing date 02/25/2025
Proposed Hire Date 03/26/2025
Contact Information
Special Notes to Applicants
UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits
The finalist may be subject to a criminal background check and/or motor vehicle report.

  • The Search Committee will not contact references without first verifying permission with the finalist.


Please ensure your full range of knowledge, skills, abilities, experience, and education are listed on your application.
  • Do not write 'see resume' on your application when completing the job duties section.
Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions. (see the job duties section of previous employment).
Please submit a resume and cover letter with your application if requested.
  • These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education, and professional experience.
* *This position is being reopened to all candidates. If you have already applied for this position your application will be considered and you do not need to reapply as your application is still valid.

Posting Specific Questions

Required fields are indicated with an asterisk (*).



  1. *
    How did you hear about this employment opportunity?

    • UNC Charlotte Website
    • HERC Job Board
    • Inside Higher Education
    • Circa (formerly known as Local JobNetwork)
    • Another Website
    • Agency Referral
    • Advertisement/Publication
    • Personal Referral
    • Other



  2. Where did you learn about this posting?

    (Open Ended Question)


  3. *
    Do you have at least one year of administrative experience working in a Higher Education setting?

    • Yes
    • No
    • Other related field - Federal -State Agency


  4. *
    Do you have professional financial management and budget experience?

    • Yes
    • No
    • Knowledge of with limited experience


  5. *
    Please describe your experience with Microsoft Office and Google Suite. Would you rate your proficiency level as beginner, intermediate or advanced?

    (Open Ended Question)


  6. *
    Do you have experience with any of these university systems such as Banner, Report Central, Internet Native Banner or similar systems? If so, please indicate which systems and your experience.

    (Open Ended Question)



  7. This posting is for UNC Charlotte permanent employees only. Are you a current UNC Charlotte permanent part-time or full-time employee?

    • No
    • Yes




Applicant Documents
Required Documents

  1. Resume / Curriculum Vitae
  2. Cover Letter / Letter of Interest
  3. Contact Information for References


Optional Documents

Applied = 0
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