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Administrative Associate

University of North Carolina, Wilmington
North Carolina, United States
Salary Not Specified
Posted date
Jun 30, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Grants & Contracts
Employment Level
Employment Type
Full Time
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Posting Details

Vacancy Number


Position Title

Administrative Associate

Working Title

Administrative Associate

Competency Level



Sponsored Programs & Research Compliance - 31110

Primary Purpose of Organizational Unit

The Office of Sponsored Programs and Research Compliance ( SPARC ) is the service unit at UNCW responsible for the oversight of externally sponsored programs. SPARC provides complete cradle-to-grave sponsored program administration and support including: a) identifying funding sources, b) assisting faculty with proposal development, c) monitoring/overseeing the responsible management of sponsored projects and d) ensuring university compliance with contract/grant fiscal and regulatory requirements. SPARC also administers internal grant programs and the return of F&A to departments. It is the administrative unit responsible for ensuring the university remains in compliance with federal and state policies pertaining to research and sponsored programs. SPARC is accountable and responsible for all externally sponsored grants and contracts, university-wide. SPARC accepts funds provided to the university and is accountable for their legal compliance with sponsor (federal, state, local and private sources) regulations and policies. SPARC is the contact point for federal and state audits, both fiscal and programmatic, on contracts and grants. This service office is designed to serve all faculty and staff needs for externally funded projects and programs.


Research Services - 31100

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 Associate provides administrative support for the Director of Sponsored Programs and Research Compliance and SPARC staff. Primary role of the position is dedicated to office/processing support and communications for SPARC with a variety of independent tasks in multi-step processes that have significant scope and consequence to university customers and vendors. Duties require significant attention to detail and accuracy with comprehensive program knowledge, problem resolution and interpretation of guidelines. Significant knowledge of office procedures and processes, as well as technical and bookkeeping skills will be required in the production of reports through the use of standard office software and mainframe. Provides direction, resources & support for both proposal development, day to day University systems (HR, WORK’s card, Travel, etc.) for SPARC and some R&I office as needed as well as reporting. May be asked to maintain salary reconciliations for entire grant portfolio (approximately 225 grants and contracts) analyze and report issues to appropriate Grant Officer. Moderates the variety and scope of SPARC program activity, including internal and external coordination of work. Act as administrator for shared SPARC email boxes and act at the keeper for various distribution lists.

Minimum Education and Experience Requirements

High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work

Preferred education, professional skills and experience

  • Knowledge of Microsoft Office or equivalent productivity software suite
  • Experience working in an office environment
  • Strong written and verbal communication skills
  • Active Notary Public
  • Experience preparing business correspondence
  • Experience managing digital calendars and docketing for multiple people
  • Ability to multitask and prioritize competing tasks
  • Experience working in an academic setting
  • Experience with inventory management
  • Experience working in a public facing or customer service role
  • Ability to work and learn independently
  • Experience with video conference preparation/management and related technology
  • Strong organizational skills, including document storage and retention
  • Experience preparing travel arrangements in a business setting
  • Experience with digital editing and publishing using Microsoft Publisher or Adobe InDesign
  • Knowledge of UNCW systems (Banner finance and HR modules, Chrome River, etc.)

    Required Certifications or licensure


    Recruitment Range

    $31,200 - $36,000


    1.0 (40 hours per week)

    Months Per Year

    12 Months

    Work Days

    Monday - Friday

    Work Hours

    8:00AM - 5:00PM

    Type of Position


    Anticipated Ending Date if Time-Limited

    Position Number


    Job Posting Date


    Posting Close Date


    Special Notes to Applicants

    PLEASE NOTE : This posting will close at 11:59PM (Eastern time) 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 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 consideration.

    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
    Applicant Documents
    Required Documents
  1. Cover Letter
  2. Resume
  3. List of 3 Professional References
Optional Documents
  1. Other
Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * 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

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