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Administrative Associate

University of North Carolina, Wilmington
North Carolina, United States
Salary Not Specified
Posted Date
Nov 2, 2022
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Posting Details

Posting Details

​Benefits of Working at UNCW

Want to become a soaring UNCW Seahawk and work at one of the best universities on the East Coast? Want to put your toes in the sand after a day of work? The University of North Carolina Wilmington offers a wonderfully vibrant university community along with a beautiful location just miles from the beach.

Employees of UNCW are provided a comprehensive benefits package as well as other programs, resources, policies, and practices that help to support a work/life balance. Our programs have been designed to provide a variety of choices to best fit your needs and the needs of your family. Full time employees are eligible for dental, vision and health insurance plans. Health insurance benefit plans eligibility begins on the first of the month following date of hire. Retirement plan contributions begin on the eligibility date following election and include employer contributions for either a defined contribution or a defined benefit plan. Optional disability plans are also available.

Full time employees are also eligible for the tuition waiver program which covers the cost of tuition and fees for up to three (3) undergraduate or graduate courses per academic year at UNCW or any other university within the UNC System. In addition, UNCW covers the cost of tuition and fees for one UNCW course each summer session.

As a full time employee, UNCW also offers a free membership to the Campus Recreation Center, free vaccine and booster shots offered on campus, meditation and yoga sessions, voluntary supplemental insurance coverages, pretax flexible spending accounts, 12 paid holidays, 24 hours of paid community service leave time, paid vacation and sick leave accrual and family medical leave after 12 months of continuous service.

We also offer an abundance of training and development programs through our Dare to Learn Academy , Skillport , and the employee assistance program , many of which are offered free of charge.

Recruitment Range


Vacancy Number


Position Title

Administrative Associate

Working Title

Administrative Associate

Competency Level



International Programs - 33700

Primary Purpose of Organizational Unit

The Office of Global Partnerships and International Education is dedicated to developing and increasing the international dimension of the UNCW campus. This is accomplished by fostering programs and services for international students; helping UNCW students to participate in education abroad programs; assisting UNCW faculty in their teaching, research, and scholarship abroad; developing and strengthening educational linkages with international partners so as to create opportunities for student, faculty, and staff exchanges; identifying and obtaining resources to further the internationalization of UNCW, and by enhancing and expanding international and global opportunities and resources on campus and in the surrounding community.


Undergraduate Studies - 33000 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 Associate serves on the business services team and supports the functional units of the Office of Global Partnerships and International Education, comprising the offices of Education Abroad, International Students and Scholars, and the English Language Center. This position reports to the Business Officer, and also serves as the backup to the Business Services Coordinator for cross-trained roles. The Administrative Associate will:
  • Coordinate travel (domestic and international), including booking airfare and rental cars, processing payments and reimbursements, and reconciling travel card transactions. Ensures appropriate funding sources are used for various travel purposes.
  • Process employee reimbursements, check requests, ACH payments, and wire payments.
  • Coordinate purchasing, receiving, and reconciliation of goods and services through uShop and Purchasing Card program.
  • Coordinate software/subscription purchases through the ITS /Purchasing vetting process. Maintain records of departmental software and subscriptions to ensure the most appropriate and cost-effective solutions are implemented, and renewed in a timely manner.
  • Coordinate printing and promotional orders through UNCW Printing Services and off-campus vendors.
  • Maintain records of budgeted and actual expenditures for individual cultural activities/events, as well as overall attendance for each event.
  • Monitor and reconcile expenditures in Banner funds for sponsored grant programs and cultural activities.
  • Prepare journal entries and interdepartmental invoices.
  • Provide administrative support for departmental grant programs, including tax compliance processes for programs benefitting foreign national participants.
  • Coordinate health insurance enrollment for inbound students and program participants. This requires communicating with directors and advisors, maintaining records of individual policies and changes, and submitting requests through the GeoBlue website.
  • Process student billing for insurance charges and credits and reconcile student payments in Banner.
  • Provide accurate fund allocations to Enterprise Risk Management for insurance invoice payments and record insurance invoice amounts on financial statements.
  • Manage departmental inventory of supplies and equipment, including one golf cart and one GEM car. Maintain accurate records of procurement details and location status for all computers, tablets, computer-related equipment, digital cameras, cell phones, and vehicles owned by the department, ensuring all employee check-ins and check-outs are promptly recorded.
  • Manage departmental reservations and assignments for computers, computer-related equipment, office phones, cell phones, and vehicles. The Administrative Specialist serves as the primary LifeCycle coordinator and coordinates computer transfers for departmental staff and part-time employees.
  • Maintain driver training records for staff and ensure training is current before reserving departmental vehicles for campus use.
  • Coordinate incoming and outgoing mail and shipments, including international shipments.
  • Coordinate virtual and on-campus meetings and events, including facilities reservations, catering orders, and A/V technical support as needed.
  • Schedule departmental staff meetings and maintain an archive of agendas and notes.
  • Screen and route telephone calls and walk-in visitors.
  • Field requests from diverse populations both on- and off-campus, prioritize requests by importance and urgency, and provide guidance on matters with an established precedence.
  • Maintain a welcoming reception area by ensuring the departmental water cooler and coffee station are sufficiently stocked during business hours.
  • Ensure website content is updated and is compliant with ADA access requirements.
  • Manage work orders and surplus disposal requests, including reconciliation of billable charges to the appropriate funding sources.
  • Submit Technology Assistance Center ( TAC ) requests as needed.
  • Maintain office emergency contact information.
  • Complete annual training for receipting privileges and serve as the backup to the Business Services Coordinator for preparing daily deposit transmittals.
  • Serve as the backup to the Business Services Coordinator for HR administrative tasks and payroll actions.
Minimum Education and Experience Requirements

Bachelor’s degree in business administration or a related discipline; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
  • Proficiency in written and oral communication skills.
  • Attention to detail and the ability to multi-task.
  • Ability to provide customer service to faculty, staff, students and visitors.
  • Ability to prioritize tasks and provide guidance on business practices with an established precedence.
  • Proficiency in Microsoft Office Suite.
  • Ability to analyze, interpret, recommend, write and implement policy and procedural guidelines.
  • Ability to learn university systems, procedures, and policies.
  • Ability to identify, analyze and evaluate situations or problems and implement solutions.
Preferred education, professional skills and experience
  • Bachelor’s degree in Accounting, Business, or a relevant field; or an equivalent combination of training and experience
  • Experience with Microsoft Excel, Teams, SharePoint, and OneDrive
  • Experience with UNCW applications including Banner, ChromeRiver, uShop, and Works
  • Experience with international travel and knowledge of another language
Required Certifications or licensure



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


Number of Openings

Single Incumbent

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, including the ‘Work History’ section, before you apply for this position. Failure to answer all required questions will cause the system to disqualify your application. Applications must be submitted through the online application system to be considered.

This position is being recruited at the Advanced 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
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. * Please describe any professional or personal experience you have interacting with individuals from diverse, multicultural backgrounds, including any travel experience outside the U.S.

    (Open Ended Question)

  2. * Describe your experience using Microsoft Excel to manipulate financial data and/or other types of data.

    (Open Ended Question)

  3. * How did you learn of this opportunity with UNCW? (2022)
    • UNCW Website
    • UNCW LinkedIn Page
    • UNCW Twitter Account
    • UNCW Employee Referral
    • UNCW Instagram Account (UNCW_jobs)
    • UNCW Job Alert
    • Chronicle of Higher Education
    • Diverse Issues in Higher Education
    • Glassdoor
    • Higher Ed Jobs
    • Hispanic Outlook
    • Indeed
    • Inside Higher Ed
    • North Carolina Job Network
    • Women in Higher Education
    • Craigslist
    • Other

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