Administrative Support Specialist
Notice: This job posting has closed. The information presented below is for historical reference only.
UNC Charlotte
Part-Time
Closes on Tuesday, April 9, 2024
Job Description
- Serves as the primary backup for the Executive Assistant to the Provost.
- Supports the Office of the Provost area (geographical space) with greeting guests.
- Coordinating meeting/room reservations for conference rooms. Act as primary coordinator for meeting planning items (e.g. room reservations, catering, invitations).
- Assisting the EA with scheduling for the Provost. Plan, design and produce Office of Academic Affairs meetings/events.
- Assistance with the facilitation of Office of Academic Affairs events.
- Works in coordination and collaboration with the Executive Assistant to the Provost, helping to ensure the day to day workflow and activities of the office are completed with attention to detail and timeliness.
- Remain knowledgeable of activities of the Provost by monitoring calendars and correspondence.
- Responsible for the management of temporary and student employees.
- Routinely provides assistance to the Executive Assistant based on daily, weekly or project oriented needs of the office.
- Demonstrate the ability to adeptly complete prioritized, and re-prioritized, tasks and projects based on the changing schedule and work of, and through, the office is expected.
- Excellent communication and interpersonal skills, poise, and flexibility are essential. Uses sound judgment, tact and discretion.
- Communicate with faculty, students, staff, vendors, and other outside constituents via email and mail and responds to inquiries in a timely and professional manner with attention to detail.
- Prepare invitations for meetings and events, and compose communications to be sent to invitees/attendees. Coordinate the preparation of meeting/event programs, signage, and Provost’s speeches/remarks.
- Proactively and independently resolve problems that may arise from students, families, faculty, and staff and address questions by referring to university and academic procedures and policies and make referrals when necessary.
- Understand, be comfortable with and fully use MS Office software, including Word, Excel, and PowerPoint; Google Mail/Calendar, Google Docs, Sheets, and Slides; internet.
- Use general office equipment such as copier, fax and scanner. Use 49er Mart, Archibus, Banner Finance, etc. when needed to complete event projects.
- Continually develops knowledge of the Office of the Provost and the University’s programs, services, policies and procedures to serve as a productive team member and to continuously improve and elevate the work outcomes of the Office and team.
- Maintains highly professional attitude and demeanor at all times with all internal and external constituents as visitors, callers, meeting participants, and coworkers.
- Ensure written materials are reviewed and corrected for factual correctness, accuracy, spelling, and grammatical usage.
- Manage information and records of important projects/programs.