Administrative Specialist

Posting Details

Vacancy Number

S01448

Position Title

Administrative Specialist

Working Title

Administrative Specialist

Competency Level

Journey

Dept/School

University Advancement - 50000

Primary Purpose of Organizational Unit

The division for University Advancement responds to the needs of a variety of external and internal constituents in achieving its primary goals to: 1) Increase private financial support for prioritized university programs and activities, and 2) Improve external relations for the university through effective board management and donor stewardship. The division strives to raise funds, as outlined by the Chancellor’s vision statement and strategic plan, from the private sector to further the university mission of pursuing the resources that will enable our faculty and students to excel, and becoming intensely regionally engaged. In doing so, the division plans strategically to facilitate the identification, cultivation, solicitation and stewardship of all constituencies, and seeks to positively promote the university. The division’s fundraising efforts are enhanced by effective partnerships with components of the campus community as well as external audiences including alumni, parents, corporations, foundations, legislators, volunteer board members and friends. Development areas include major gifts, planned giving, corporate and foundation relations, annual giving, and alumni relations. Prospect management and research, advancement services and advancement events and boards, stewardship and advancement communications are support services for the fundraising activities of the division.

College

University Advancement - 50000 College

College/School Information

University Information

The University of North Carolina Wilmington, the state’s coastal university, is dedicated to the integration of teaching, mentoring, research and service. Widely acknowledged for its world-class faculty and staff and continuously recognized at a national level for scholarly excellence and affordability, UNCW offers a powerful academic experience that stimulates creative inquiry and critical thinking and a community rich in diversity, inclusion and global perspectives.

A public institution with nearly 18,000 students, UNCW offers a full range of baccalaureate- and graduate-level programs, as well as doctoral degrees in educational leadership, marine biology, nursing practice and psychology; and many distance learning options, including clinical research, an accelerated RN-to- BSN program, an Executive M.B.A. program structured for working professionals, and the nation’s only bachelor’s degree program focused on coastal engineering.

The university’s efforts to advance research and scholarly activities have earned UNCW the elevated designation of “Doctoral Universities: High Research Activity” institution (R2 University) by the Carnegie Classification of Institutions of Higher Education.

UNCW has been part of the University of North Carolina System since 1969.

Location of Workplace

Main UNCW Campus

Brief Summary of Work for this Position

The Administrative Specialist position assists the Assistant Vice Chancellor ( AVC ) for Development Operations, as well as the staff in the Vice Chancellor for University Advancement ( VCUA ) suite and supports the Advancement Events and Boards team, the Advancement Services team and the Business Officer. The Administrative Specialist serves as a liaison between the Assistant Vice Chancellor university areas and external constituents.
Key Responsibilities:
Provides exceptional customer service in the VCUA office and acts as main receptionist
Coordinates state fundraising registrations with UNC System Office, Chancellor, Vice Chancellor for Business Affairs, for UNCW ; coordinates state fundraising registrations for UNCW, the UNCW Foundation and the Seahawk Club with UNC System Office and associated entities accountant; ensures data provided is accurate and requests/analyzes statistical data as required for the registration forms from the Director of Advancement Services and Business Affairs
Manages business operations for specific departmental funds in UA and tracks/monitors/analyzes assigned budgets for trends and assists in budget preparation and administration
Submits and processes travel requests
Coordinates purchasing cards, travel cards and the reconciliation of related transactions
Processes purchase orders including receipting
Submits and processes check requests, interdepartmental invoices and journal entries
Processes and tracks facilities and special projects requests
Serves as backup to the Business Officer in the division’s timekeeping role and for PeopleAdmin and HR related matters including the creation of job descriptions, establishing searches and managing the process electronically
Analyzes priority needs for meetings, timeframes and deadlines
Anticipates needs of the Assistant Vice Chancellor, the Advancement Events and Boards team, the Advancement Services team and the Business Officer and supports them proactively
Manages the UA Conference Room scheduling
*Manages all aspects of golf cart scheduling, maintenance and preparation for use

Minimum Education and Experience Requirements

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience

Preferred education, professional skills and experience

• Knowledge of UNCW practices and procedures in regard to business transactions and ability to implement appropriately
• Ability to quickly form positive relationships within University Advancement and across campus to promote assigned initiatives
• Experience working in a fast-paced environment using diplomacy to move initiatives forward in a positive manner
• Experience/proficiency using ChromeRiver
• Experience/proficiency using PeopleAdmin
• Experience/proficiency with AIM
• Experience/proficiency with Banner Finance
• Experience/proficiency with U-Shop

Required Certifications or licensure

N/A

Recruitment Range

$33,800 - $37,500

FTE

1.0 (40 hours per week)

Months Per Year

12 Months

Work Days

Monday - Friday

Work Hours

8:00AM - 5:00PM

Type of Position

Permanent

Anticipated Ending Date if Time-Limited

Position Number

7985

Job Posting Date

08/12/2021

Posting Close Date

09/02/2021

Number of Openings

Single Incumbent

Special Notes to Applicants

PLEASE NOTE : This posting will close at 11:59PM ( EST ) on the posted closing date. To receive full consideration, please be sure you have fully completed the entire application before you apply for this position. Failure to answer all required questions will cause the system to disqualify your application.

For more info/to apply visit http://jobs.uncw.edu. Applications must be submitted through the online application system to be considered.

You will be required to attach a cover letter and resume to successfully apply for this position. To receive full consideration, please be sure you have completed the ‘Work History’ section of the application before you apply for this position.

This position is being recruited at the Journey level. If no applicants apply who meet the required competency and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

EEO Statement

At the University of North Carolina at Wilmington ( UNCW ), our culture reflects our values of inclusion, diversity, globalization, ethics and integrity and innovation and we are committed to providing equality of educational and employment opportunity for all persons without regard to race, sex (such as gender, gender identity, marital status, childbirth, and pregnancy), age, color, national origin (including ethnicity), religion, disability, sexual orientation, political affiliation, veteran status, military service member status, genetic information, or relationship to other university constituents – except where sex, age, or ability represent bona fide educational or occupational qualifications or where marital status is a statutorily established eligibility criterion for State funded employee benefit programs. UNCW believes that embracing the unique contributions of our faculty, staff and students is critical to our success and paramount in being recognized for our global mindset.

Eligibility for Employment

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. UNC Wilmington 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.

External Link to Posting

https://jobs.uncw.edu/postings/21542
Applicant Documents
Required Documents

1. Resume
2. Cover Letter
3. List of 3 Professional References

Optional Documents Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Briefly describe your experience working with each of the following Microsoft programs: Outlook, SharePoint, Word, and Excel or similar software programs.
   
   (Open Ended Question)
   
   
2. * Describe your budget/finance experience including cash receipting, reconciling monthly expenses, creating purchase orders, and managing budgets.
   
   (Open Ended Question)
   
   
3. * Do you have experience in processing and reconciling staff travel as well as travel card administration? If so, please explain.
   
   (Open Ended Question)
   
   
4. * How did you learn of this opportunity with UNC Wilmington (2021)?
   • UNCW Website
   • UNCW Facebook Page
   • UNCW Linkedin Page
   • UNCW Twitter Account
   • UNCW Employee Referral
   • Chronicle of Higher Education
   • Craigslist
   • Diverse Issues in Higher Education
   • Glassdoor
   • Higher Ed Jobs
   • Hispanic Outlook
   • Indeed
   • Inside Higher Ed
   • North Carolina Job Network
   • Women In Higher Education
   • Other