Administrative Support Associate

UNC Charlotte - Charlotte, NC (30+ days ago)4.4

General Information
Vacancy Open to All Candidates
Employment Type Permanent - Full-time
If time-limited, note appointment end date
Hours per week 40
Months per year 12
Position Number 012590
NC Salary Grade Equivalency 59
Classification Title Administrative Support Associate - Journey
Working Title Administrative Support Associate
Salary Range $30,775 - $34,194
Anticipate Hiring Range $30,775 - $34,194
FLSA Status Non Exempt
Division Student Affairs
Department Student Union Activities & Rec(Adm)
Work Unit Recreational Services
Work Schedule
Monday – Friday, 8:00 AM – 5:00 PM
Evenings and weekend hours as needed, based on programming and special event needs.

Primary Purpose of Position
This position serves as the primary liaison to Human Resources/Student Employment Office and the Payroll office, overseeing payroll (as a proxy) for the entire department (over 200 student employees are hired annually).

Also, a heavy emphasis is placed on customer service as this person is often the first point of contact for our patrons and guests, including handling the coordination of membership sales.

In addition, the Administrative Support Associate & Membership Specialist is accountable for contributing to a positive, friendly work environment that encourages, enhances and demonstrates collaboration, teamwork and professionalism among staff, students and patrons on a daily basis.

Minimum Education/Experience
Graduation from high school, or completion of its equivalency, and two years of office/clerical work experience; or an equivalent combination of training/experience.

Essential Job Duties
Receiving visitors and callers at the reception desk with various forms of contact including telephone calls, walk ins, and emails.

Providing factual or procedural information about our facilities, and participation in our programs and special events.

Assist in supervising/training students to cover the front desk/front office area.

Assist in the communication with non-student members of facility hours, scheduling changes, free trial periods, and other facility information.

Independently resolving customer problems by reliance on extensive program knowledge, analytical skill, and research of past actions.

Using interpersonal skills to effectively communicate with and understand needs expressed by individuals from a variety of cultures.

Manage membership sales and oversee all UREC membership processing to include student summer memberships, faculty/staff, alumni, spouses, dependents, etc. Share UREC policies, procedures, and important information with new members as needed.

Supervise short term facility access through guest and visitor passes. Manage the student and non-student membership database, including processing new enrollments, renewals and cancellations.

Prepare and distribute monthly membership reports to the UREC Leadership Team and other designated staff.

Assist with processing special access passes including Fitness Sampler passes and weekly guest lists for Kinesiology, Athletics, summer camps, etc.

Act as the clearing house for any inquiries for available student staff positions within the department.

Act as a liaison between the department and student employment & payroll.

Completing purchase orders from verbal/written instructions.

Completing travel authorization/ reimbursement forms for professional staff and students. Entering information into 49er Mart for purchasing or receiving.

Other Work Responsibilities
In the absence of the Business Manager, serve as the back-up for any financial responsibilities: Completing Direct Pay requests from verbal or written instructions.

Departmental Preferred Experience, Skills, Training/Education
Bachelor’s Degree from an accredited college or university.

Previous administrative experience in a college or university.

Two years of customer service experience.

Excellent verbal and written communication.

Banner and 49er Mart experience.

Microsoft office programs.

Experience with Records Management specific software.

Experience with Purchasing, e-procurement systems.

Previous sales experience specifically membership sales experience.

Experience with Human Resources systems and student employee hiring.

Necessary Licenses or Certifications
Work Location Belk Gym 108
Posting date 06/18/2018
Closing date 07/01/2018
Proposed Hire Date 07/30/2018
Contact Information
Special Notes to Applicants
Please submit a resume and cover letter with your application.

These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education and professional experience.
Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application.

Do not write ‘see resume’ on your application when completing the job duties section.
If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).

Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.