Administrative Support Specialist

Title: Administrative Support Specialist

Location: Greensboro, NC United States

Permanent - Full-time

Hybrid

Job Description:

Handles the processing of library awarded grant funds in University Purchasing System. Handles library correspondence; records bill payments via spreadsheet; processes and tracks library invoices and liaises with Business and Grants offices; Manages the expenditure of library awarded grants, manages Director's appointments and greets visitors; orders library supplies; assist in the coordination of library events, serves as back-up for library administration associates; other administrative duties as assigned.

Carry out specialized and routine clerical tasks such as data entry, preparing reports, ordering materials and supplies, and answering the telephone, providing advice and directing calls. Assist in the hiring processes and procedures for hiring grant funded student workers and graduate students hired with state funding sources. Encourage the appropriate use of library facilities. Help establish and maintain a high customer service performance standard.

Maintain the library collection by processing new acquisitions requests, deaccessioning materials and performing inventory. Prepare statistical and other reports regarding library operations and use, including the annual report.

Primary Function of Organizational Unit

Library services supports and advances academic scholarship and research at N.C. A&T through services, collections, technologies, expertise and spaces. The library is committed to ensuring access to global information resources that inspire exploration, discovery and personal growth.

Work Hours 8:00am-5:00pm

This position eligible for a remote or hybrid work arrangement, consistent with university and state policies. Hybrid (Employees are working part-time in the office to perform job tasks that require on-campus engagement, and the remaining time at home)

Key Responsibilities and Related Competencies

Required Competency Information/Records Administration Duties

Performs research, data collection and analysis of information, and report writing as it relates to grant funding expenditures for the library. Report writing to fulfill quarterly grant reporting requirements. Maintain data that tracks the reimbursement requirements and deadlines for all grants.

Utilizes, reconciles, and manipulates data from different internal software systems for processing of funding documents for grant funds. Advanced knowledge of internal systems include Banner, InfoEd, Aggie Mart, and SharePoint.

Applies an in-depth knowledge of a variety of complex processes and procedures to effectively expend library awarded grant funding. Attends training to remain an expert in the utilization of procedures. Works closely with DORED on those processes and procedures.

Required Competency Budgeting Duties

Maintain all records of grant expenditures through the life of the grant. Create spreadsheets and SharePoint sites for the grants to keep track of allocations, expenditures, and running balances.

Provides bi-weekly reports about the status of grant funds with in internal platforms. Electronically submits reports in a timely manner to supervisor and grant PIs.

Ensures that grant funds are expended according to the grant award language. Read and researches the grant awarding agency to complete the grant funds effectively. Ensure that there are no overages and the expenditure of awarded funds is executed based on established policies and procedures. Maintains balances with accurate spreadsheets and verify accuracy with university systems: Banner and Aggie Mart. Maintain record of all charges with invoices and receipt of purchases. Reconciles department Pcard charges weekly and submit reports monthly to Accounting department.

Required Competency Communication - Verbal/Written Duties

Communicates with the Budget and Grants office about library grant funding. Provides information on the expenditure of library funds to Supervisor and Library grant awardees. Interprets guidelines, answers inquiries and advises others; Providing guidance regarding processes, services, and operations with the department. Coordinate the hiring of undergrad and graduate students for awarded grants. Communicates expectations to other employees about how to navigate university systems, which may include formal/informal training. Independently compiles, analyzes, assimilates, and composes information to all parties in grant processing with the responsibility for content review, accuracy, quality, and timelines.

Position Information

Competency Level - Advanced

Position Number 007458

Recruitment Range $43,206- $48,774

FLSANon-Exempt

Appointment Type - Permanent - Full-time

Special Instructions to Applicant

You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran’s Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.

Employee Benefits available to NC A & T permanent employees include the following and more:

• Accrued Vacation and Sick Leave for Eligible Employees
• Community Service Leave
• Aetna – State Health Benefits of North Carolina
• NCFlex – Vision, Dental, Flexible Spending Account, Life Insurance and more
• 12 Paid Holidays
• Teachers and State Employees Retirement System (TSERS)
• Optional Supplemental Plans – 401k, 403b, 457b and 457
• Employee Assistance Program (EAP)
• Campus Recreation Center Discount
• University Bookstore Discount

This position may be eligible for a remote or hybrid work arrangement, consistent with university and state policies. N.C. A&T employees are generally required to reside in North Carolina, within a 2-hour commuting distance of their assigned duty station.