Administrative Support Specialist

Posting Details

Position Information

Position Number 998652 Functional Title Administrative Support Specialist Position Type Staff Position Eclass EZ - EHRA Non - Exempt Permanent University Information

Located in North Carolina's third largest city, UNC Greensboro is among the most diverse, learner-centered public research universities in the state, with 18,000 students in eight colleges and schools pursuing more than 150 areas of undergraduate and over 200 areas of graduate study. UNCG continues to be recognized nationally for academic excellence, access, and affordability. UNCG is ranked No. 1 most affordable institution in North Carolina for net cost by the N.Y. Times and No. 1 in North Carolina for social mobility by The Wall Street Journal - helping first-generation and lower-income students find paths to prosperity. Designated an Innovation and Economic Prosperity University by the Association of Public and Land-grant Universities, UNCG is a community-engaged research institution with a portfolio of more than $67M in research and creative activity. The University's 2,600 staff help create an annual economic impact for the Piedmont Triad region in excess of $1B.

Primary Purpose of the Organizational Unit

The Bryan School Dean's Office provides overall business and personnel support to six academic departments, and multiple programs and offices that support operations including External Affairs, Graduate Programs, Undergraduate Student Services, and Student Professional Development.

Mission Statement: In the Bryan School of Business & Economics, we are committed to educational accessibility and social mobility. We create and disseminate knowledge about the theory and practice of business in an environment that values and promotes a diverse and inclusive community fostering belonging and equal opportunity for all. In addition to our courses and research, we accomplish this through hands-on projects, global experiences, and outreach to the community. Our work produces principled leaders and exceptional problem solvers who have a global perspective, an innovative mindset, a broad understanding of sustainability, and a commitment to improve the organizations in which they work and the communities in which they live.

Position Summary

As a part of the Bryan School's budgetary team, the primary purpose of this Administrative Support Specialist is to provide skilled and accurate support for the school's financial operations. Reporting to the Business Officer, this individual will be tasked with navigating the University's procurement and accounts payable processes, insuring compliance with policies, documentation needs, and prescribed deadlines. The position also carries some personnel responsibilities in terms of leave management and time entry, serving as a content expert for internal constituents.

For success in this position, the individual will need strong analytical skills, comfort using data platforms, and a high degree of accuracy/attention to detail. As this is a team-oriented role, individual must be able to work well with others and provide excellent 'customer' service whether interacting with internal constituents or external vendors.

For more information on position, please see key responsibilities section.

Minimum Qualifications

• HIGH SCHOOL DIPLOMA OR EQUIVALENCY AND ONE YEAR OF RELATED OFFICE EXPERIENCE; OR EQUIVALENT COMBINATION OF TRAINING AND EXPERIENCE.

Additional Required Certifications, Licensures, and Certificates Preferred Qualifications

• Previous professional experience with financial management (e.g., purchasing, A/R, data entry/reporting, and account reconciliation).
• Experience with software platforms including Banner, QuickBooks, Chrome River, Excel and other Microsoft tools.
• Prior experience working in higher education or state/government operations will be considered favorably.

Special Instructions to Applicants

For consideration, candidates should upload:

• Cover letter (not to exceed one page), detailing qualifications as they relate to this position.
• Resume
• List of references

Applicants are required to upload a list of references of at least three (3) professional references that include:

• Name
• Company Name
• Type of reference (Professional, Supervisor, Colleague, Academic or Personal). One (1) of those references will need to be a current or previous supervisor.
• Email Address
• Contact Phone Number

Applications are not successfully submitted until an online confirmation number has been received at the end of the application process.

Recruitment Range $48,000 - $50,000 Org #-Department Dean's Office - BE - 11801 Job Open Date 07/22/2026 For Best Consideration Date 08/03/2026 Job Close Date Open Until Filled Yes FTE 1.000 Type of Appointment Permanent If time-limited, please specify end date for appointment. Number of Months per Year 12 FLSA Non-Exempt

Key Responsibilities

____

Percentage Of Time 50% Key Responsibility

Fund maintenance and reconciliation

Essential Tasks

• As initial point of contact, process expense documentation provided by internal and external parties.
• With routine frequency, validate balances for funds and account lines. Engage in transfers within funds to correct deficits and proactively avoid NSF returns. Escalate flagged items for timely resolution.
• Reconcile Pcards across multiple users, ensuring documentation needs and university deadlines are met.
• Utilizing multiple systems, electronically maintain financial records. Activities include posting expenses to QuickBooks and filing documentation within unit's cloud-based storage. Employee should be able to utilize systems to research historical records to inform decisions on current processing.
• Update financial spreadsheets and aid Business Officer in reporting financial data, as assigned.
• Engage in cross-training with Business Officer, developing knowledge of expense workflow from inception to completion.
• If needed, employee shall help Assistant Dean in responding to operational needs throughout unit to maintain continuity of financial processing.

All work shall be performed in a timely manner with careful attention to detail and a high level of accuracy. Employee shall have the ability to independently identify and resolve errors.

Percentage Of Time 40% Key Responsibility

Facilitate expenditures including purchasing, employee reimbursements, and payments

Essential Tasks

• Using various modalities (purchase orders, SpartanMart punchouts, etc.), initiate purchases on behalf of the Bryan School. Advocate for School's needs with vendors and ensure documentation requirements are met.
• Use Pcard in compliance with university policy, only engaging in allowable use. Serve as a content expert for other Pcard holders.
• Process requests for reimbursement or payment through various modalities and platforms (SpartanMart check request, Chrome River expense reports, banfins, etc.).
• In advance of travel, educate employees on processes and rules surrounding allowable expenses.
• Help monitor workflow of payments to completion, identifying delays and following up with internal and external parties as needed.
• Contribute to workflow innovations, helping to identify areas to build efficiencies.

All work shall be performed in a timely manner with careful attention to detail and a high level of accuracy. Employee shall have the ability to independently identify and resolve errors.

Percentage Of Time 5% Key Responsibility

Leave Management and Time Entry

Essential Tasks

• Perform time entry on a monthly basis for all employees with in Org (including NE and HR). Duties should be performed by the prescribed deadlines with a high-level of accuracy.
• Reconcile employee leave balances, checking for accuracy.
• Initiate retroactive actions when needed to correct leave balance errors.
• Serve as a content expert for Bryan employees and supervisors on allowable leave use and how to complete time reporting.

Percentage Of Time 5% Key Responsibility

General Program Support

Essential Tasks

• Monitor inventories of supplies, initiating replacements as needed.
• Respond to inquiries from contracted vendors (shredding, printing, etc.), providing information or initiating vendor action.
• Contribute to office customer support.
• Other activities, as assigned.

ADA Checklist

ADA Checklist

R for Rare (0-30%), O for Occasional (30-60%), F for Frequent (60-90%), C for Constant (90-100%).

Physical Effort Hand Movement-Repetitive Motions - F, Reading - F, Writing - F, Vision-Visual inspection - F, Hearing - O, Talking - O Work Environment Inside - C

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter
• List of References

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Please indicate how you learned of the vacant position for which you are applying:

• UNCGjobsearch Website

• Greensboro News & Record

• Carolina Peacemaker

• Other Newspaper

• The Chronicle of Higher Education

• Inside Higher Ed

• Other Professional Journal

• NCWorks.gov

• UNC System Job Board

• Other Online Job Board

• Personal Networking

• Other

• • Other: Please list

(Open Ended Question)

• • Are you eligible to work in the United States without sponsorship?

• Yes

• No

• • Will you now or in the future require visa sponsorship for employment at the University of North Carolina in Greensboro?

• Yes

• No