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Fayetteville State University Hiring for Administrative Support Associate at Fayetteville, NC Full Time
Job Details
Position Title::
Administrative Support Associate
Working Title::
Administrative Support Associate
Position Number::
000150
Full-time or Part-time::
Full Time
Time Limited Position::
No
Number of Vacancies::
1
Department::
Psychology
Posting Number::
0402377
SHRA/EHRA::
SHRA
Job Category::
Clerical and Secretarial
Hiring Range::
$40,191.00 – $40,191.00
Overall Position Competency::
Advanced
Description of primary duties and responsibilities::
Primary Purpose of the Organizational Unit:
The purpose of this organization unit is to provide programs and services to students majoring in Psychology. This includes (1) providing instruction for undergraduate and graduate students; (2) providing effective academic advisement; (3) recruiting and enrolling qualified students; (4) assessing undergraduate learning; (5) promoting student engagement inside and outside the classroom and (6) consulting and engaging the community in psychology related activities.
Primary Purpose of the Position:
Provide administrative support to the Department of Psychology Chair, faculty and students.
20% Customer Service/Public Contact
Welcomes and assists visitors and students and receives calls for the Department. Demonstrates a polite, helpful and courteous attitude to staff, faculty and students. Provides timely and accurate information when interaction occurs. Schedules appointment with students and other appointments as needed for the Chair. Communicates routine and general information to callers or visitors about standard services, processes and procedures using prescribed or established guidelines. Communicates the following information: Psychology program courses, dual enrollment, transfer informatim1, information from the FSU website or academic catalog (past and
present), faculty hours and contact information from document created for fast referral. Ensures student contact with faculty or other departments by offering choices of contact and giving appropriate information. Screens and directs students and visitors to appropriate source. Respects confidential information and handles appropriately. Confidential information is handled or processed regarding student and faculty records; student and faculty forms; conversations regarding student or faculty matters. Sensitive information from the Center of Personal Development is handled with caution. Safeguards all information when copying exam/quizzes, handling grant purchases or making P-Card purchases. Promotes a positive image of the University and the Department of Psychology.
20% Program Knowledge
Understands general operation of the Department, to include knowledge of staff and program responsibilities. Applies knowledge necessary to provide answers to “frequently asked questions.” Uses general knowledge of program procedures, methods, and practices to refer students and visitors to resources.
15% Office Technology
Uses a variety of office equipment information systems {e.g. telephone, computers with standard software, fax, copier, etc.) to access, input, and verify standard information. Operates and performs tasks to maintain equipment with a general understanding of its capabilities.
Description of Work Continued::
10% Correspondence and Communication
Gathers readily available information from office records to draft e-mails, memos and other documents. Proofreads documents for grammar, spelling functions and basic formatting. Provides answers to request for general information in written format. Secures confidential information. Creates e-mails, memos, and documents from template on the Department “0” drive that has already been approved. Attends Department Meetings, takes notes and creates department minutes. Responsible for proofreading and correcting documents before they are approved and finalized by Department Chair. Writes correspondence and reports that are factual and accurate. Completes correspondence within established guidelines and aesthetically attractive.
5% Budget
Monitors the Department account and keeps the Chair abreast of status of funds on a regular basis. Process Requisition for Purchase, Budget Expansion/ Revision and follow up with Business and Finance Office. Receives invoices from vendors and forward to Accounts Payable for proper payment in a timely manner. Serves as the Department P-Card manager for purchasing, invoicing and accountability. Maintains a record of all financial transactions for the department account.
10% Work Coordination
Coordinates tasks and establishes priorities in response to work flow of the office. Responsible for prioritizing duties and tasks to meet the needs of students coming in to the office or calling for information and then meets the needs of faculty. Responsible for organizing information in a manner that promotes easy access to any information that is needed at any time.
10% Records and Reports
Serves as the Department Records Manager. Maintains students and personnel records/files with no breach of confidentiality. Records/documents are typically located and retrieved in a timely manner. Uses established filing and data systems, functions and/or procedures. Files and processes student declaration of majors using banner. Ensures that student forms, faculty travel information, leave forms, etc., are sent to appropriate department. Department information is organized using Microsoft Suite. Files all correspondence and reports for the Department. Reviews data and information for completeness and accuracy using standard guidelines. Keeps psychology majors e mail files and forward/update to students on pertinent information. Maintains Department account records and reconcile.
10% Problem Solving
Identifies and recognizes problems that have established precedents and limited impact. Refers non-standard questions and problems to higher levels. Whenever possible assists students with pertinent matters. Whenever possible assists faculty with the timely submission of various forms.
Minimum Education and Experience Requirements::
High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work
Knowledge skills and abilities::
Ability to type 30 words per minute, be experienced with departmental budget maintenance, technology, and office procedmes. Must be multi-task oriented and posses excellent people skills.
Notice to Applicants:
Please make sure that the work history listed on your application is identical to the work history listed on your resume. The application must be filled out completely, Do Not Use the phrase “see resume.”
Please list at least three (3) professional references to include a current supervisor. References will only be contact if you are selected for the position and with your permission.
Closing Date::
01/21/2024
Open Until Filled::
No
Other Information:
If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
EEO Statement::
This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable), academic verification and credit history check (if applicable).
Fayetteville State University is committed to equality of educational opportunity and employment and does not discriminate against applicants, students, or employees based on race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, genetic information or veteran status. Moreover, Fayetteville State University values diversity and actively seeks to recruit talented students, faculty, and staff from diverse backgrounds.
Veteran’s Statement:
Fayetteville State University is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings.
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