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Administrative Associate

University of North Carolina, Wilmington
North Carolina, United States
Salary Not Specified
Posted date
Oct 22, 2021

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Position Type
Faculty Positions, Humanities, Women's & Gender Studies, Administrative, Academic Affairs, Academic Administration, Arts Administration
Employment Level
Salary Band
Not specified
Employment Type
Full Time
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Posting Details

Vacancy Number


Position Title

Administrative Associate

Working Title

Administrative Associate

Competency Level



Creative Writing - 32131

Primary Purpose of Organizational Unit

The UNCW Department of Creative Writing is a community of deeply committed writers who believe that the creation of art is valuable to self and culture. Our faculty encourages a rigorous yet safe, supportive environment in which diverse writers can grow as artists and as individuals. We believe excellence starts with an informed application of craft and we encourage writers to explore aesthetics and methods across genre lines.


College of Arts and Sciences Admin - 32000 College

College/School Information

The College of Arts and Sciences is UNCW’s largest academic unit and awards approximately two-thirds of the university’s academic credits. Ours is a comprehensive arts and sciences college comprising the arts, the humanities, the mathematical and natural sciences, and the social and behavioral sciences.

The College’s twenty-five units offer a variety of undergraduate majors leading to the Bachelor of Arts, the Bachelor of Fine Arts, the Bachelor of Music, and the Bachelor of Science. The College also offers a full complement of minors, including interdisciplinary minors such as Africana studies, Asian studies, Forensic studies, Latin America studies, Middle East & Islamic studies, Native-American studies, and Women’s and Gender studies, among others.

Applied learning is a hallmark of the student experience in the College of Arts and Sciences. Each of the College’s departments requires an applied learning experience as a part of the curriculum for its undergraduate majors. Examples include faculty-directed research, internships, service learning, and capstone courses and projects, all of which challenge students to integrate various strands of knowledge and to apply that knowledge to broader, real-world or real disciplinary situations. Through applied learning, students in the College gain direct hands-on experience with the skills of their major fields as an essential part of their preparation for life and career.

In addition to its undergraduate major and minor programs, the College is chiefly responsible for the curriculum that comprises the UNCW’s University Studies Program, through which all UNCW undergraduates gain a foundation in the liberal arts and develop the transferable skills essential for life in the twenty-first century. The College strives in its undergraduate programs and in its University Study offerings to nurture creative thinking, intellectual curiosity, diversity and inclusion, and academic integrity in students while providing them with a solid foundation of knowledge in their chosen fields. Upon completion of their undergraduate studies, College of Arts and Sciences students will have the necessary preparation for rewarding careers, advanced study, effective citizenship, and meaningful lives.

Graduate degrees awarded in the College of Arts and Sciences include the Master of Arts, the Master of Fine Arts, the Master of Public Administration, the Master of Science and the Doctor of Philosophy (Marine Biology and Psychology). In addition, the nationally awarded Graduate Liberal Studies program offers a personalized curriculum of interdisciplinary study leading to the Master of Arts. Post-baccalaureate certificates in Applied Statistics, Environmental Studies, Forensic Science, Conflict Management and Resolution, Gender Studies and Hispanic Studies are available. Graduate programs in the College are designed to develop intellectual competence and to prepare the student for careers in business, industry, government, teaching or for further study at the doctoral level.

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

This part-time position supports the Director of The Publishing Laboratory/Lookout publisher and the Editor of Ecotone in coordinating administrative processes on behalf of the publishing-certificate track and affiliated programs in the Department of Creative Writing, as well as the day-to-day business operations of its in-house magazine, Ecotone, and teaching press, Lookout Books.

Responsibilities include but are not limited to the following:

For the Certificate in Publishing program:
– Supporting the Director in tracking programmatic data and building reports as assigned for the publishing program (Banner, Taskstream)
– Scheduling and sending reminders about publishing events, application deadlines, etc.

Ecotone and Lookout Books:
– Creating and processing documents including author/contributor contracts, vendor invoices, and financial statements such as book and magazine sales and author royalty reports
– Quarterly budget reconciliation and other assistance
– Processing sub rights requests
– Maintaining databases (subscribers, submitters, donors, newsletters, media contacts, grants, etc.). – Maintaining website and sales/tax support, using Wordpress and Touchnet
– Fulfillment of various bulk and individual orders, gratis copies, and publicity mailings
– Helping to coordinate the shipping/receiving of inventory
– Supporting faculty in preparing grant applications, including budgets, and collating data toward final reports
– Other assignments related to logistical, financial, technical, and programming functions for a thriving publishing program and accompanying literary imprint and magazine

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

• Significant knowledge of office or work unit procedures, methods, and practices
• Ability to use correct grammar, vocabulary, spelling, and office terminology to compose and/or proofread correspondence, reports, and other materials
• Ability to independently record, compile, summarize, and perform basic analysis of narrative and numerical materials
• Ability to learn and independently apply departmental rules and regulations, and learn university systems and procedures
• Ability to learn office process and procedures and independently apply this knowledge in problem-solving and responding to questions and inquiries
• Ability to use judgment in coordinating and monitoring office procedures and workflow, including monitoring of deadlines
• Ability to use courtesy and tact in performing public contact and communication duties that may be sensitive in nature
• Ability to provide excellent customer service
• Ability to communicate well with and work in liaison with a variety of the university population and departments to include students, faculty, department chairs, other administrative staff, Dean’s Office, Grants office, Information Technology staff, Facilities, Auxiliary Services, Office of Scholarships and Financial Aid, The Graduate School, Human Resources, Accounting, Travel, Payroll, Purchasing, Registrar’s Office, and the Provost/Chancellor’s Office
• University experience or office/administrative experience
• Knowledge of Banner, Chrome River, uShop, FLAC / EPAF, and SSRS
• Familiarity with computing technology, such as Microsoft Office Suite, and software licensing

Required Certifications or licensure

No Required Certifications or Licensure.

Recruitment Range

$15,600 - $18,000


.50 FTE (20 hours per week)

Months Per Year

12 Months

Work Days

Monday - Friday, flexible within department needs

Work Hours

9:00AM - 5:00PM, flexible within department needs

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

Applications will be accepted until 11:59PM ( EST ) on the posting close date. To receive full consideration, please be sure you have fully completed the entire application, including the ‘Work History’ section, before you submit for this position. Failure to answer all required questions will cause the system to disqualify your application.

Please attach the following materials as an Adobe PDF document including:

1) Letter of interest outlining relevant work experience and what you will bring to our publishing program and affiliated magazine and press. Please indicate how your background dovetails with our mission to build an equitable and diverse learning environment.

2) CV/Resume

3) Names and contact information (including email addresses) for two to three current professional references

If needed, applicants may upload additional materials under the Other category.

Note that letters of application without the requested components will not meet the application requirements.

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
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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