Special Projects Assistant

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UNC Charlotte is the fastest-growing institution in the UNC System with over 30,000 students. The University’s innovative approaches and focus on student success and access make it a rewarding and enriching place of employment.  The Office of Academic Affairs values the professional development of all team members, including access to courses through UNC Charlotte’s tuition waiver program.  

The Office of Academic Affairs, led by the Provost and Vice Chancellor for Academic Affairs, is responsible for the planning, development, implementation, administration, and evaluation of UNC Charlotte’s academic programs, research, and public service. The Office works closely with the Deans of the Colleges, Graduate School, and academic support units, and has responsibility for making final recommendations to the Chancellor, the Board of Trustees, and the University of North Carolina Board of Governors. 

Academic Budget and Personnel operates within the Office of Academic Affairs and is responsible for developing the budget; managing the personnel processes for faculty including recruitment, hiring and retention; and providing integrated resource planning and analysis to support leadership decision-making and reporting requirements.

Overview:
The University of North Carolina at Charlotte is seeking applications for a Special Projects Assistant for the Office of Academic Affairs. This is a full-time, permanent staff position.

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Job summary:
In this new position, the Special Projects Assistant will support Academic Budget and Personnel by providing business operations management, task coordination, and overall project administration. The Special Projects Assistant will coordinate unit meetings and events, manage special projects and initiatives, organize annual and ad hoc reporting processes, and provide administrative and task support for the Academic Budget and Personnel team. The individual in this position will research, investigate, and collaborate with campus colleagues to acquire necessary information, produce viable analyses, and present information to leadership. We are looking for an organized, collaborative, initiative-taker to join our team.

Job duties:
Program coordination and organization

Utilize office technology for reporting, file management, information gathering and research; prioritize tasks, projects and timelines; and develop a working knowledge and understanding of professional report composition, presentation, and delivery.
Communication
Anticipate the need for and autonomously compose communication materials including but not limited to: memos, letters, emails, reports, proposals, presentations, materials, and remarks; analyze processes and communications and recommend appropriate solutions and options; interpret program information, rules, and regulations and communicate clearly and accurately.
Research and special projects
Research, evaluate and recommend resources to make processes more streamlined; develop reports; provide clear and concise information based upon requests; and serve as liaison with university and external partners.
Program administration
Prepare agendas, meeting materials, project timelines, and project materials; provide updates on project progress; determine tasks and projects that require consultation with key stakeholders and University offices; and proactively determine steps to complete and share deliverables in a timely fashion.
Information and records administration
Plan and coordinate a broad range of administrative services to ensure efficient operations throughout the department; formulate and direct all meeting support and activities; gather, create, and update information and organizational management tools; prepare information for meetings; and manage shared drives folders, and calendars.
Budget
Comply with policies and procedures associated with budgeting, purchasing, or other expense transactions and/or approvals; notify the Budget Manager as needed to anticipate and record expenses, pay invoices, and complete timely account reconciliation; enter work orders and requests and ensure timely completion/arrival; complete travel arrangements and related documentation and payment processing; serve as a Purchasing Card holder and reconciler; and manage office supply inventory.

Preferred qualifications:
• Bachelor’s degree from an accredited four-year degree-granting institution, with two to three years of progressive office management or business services experience desired
• Proficiency at the intermediate level in Microsoft Office products that includes Excel, Word, Publisher and PowerPoint, and the ability to quickly learn/master campus-specific systems and tools
• Proficiency at the intermediate level in Google Workplace applications (e.g. Gmail, Gcal, Drive, Groups, Docs, Sheets, etc.)
• Strong organizational and time-management skills enhanced by the application of technology tools and software
• Detail-oriented with exceptional written and verbal communication skills
• Ability to thoughtfully contribute to the goal of and best practices for diversity, inclusion, equity, and cultural competency
• Ability to exercise professional judgment to discern appropriate actions; adeptly demonstrate discretion including instances involving confidential matters
• Demonstrate initiative and ability to proactively anticipate the needs of the office
• Positive, personable attitude with a professional, resourceful demeanor.

Minimum qualifications:
Graduation from a four-year college or university and one year of related experience; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Salary and benefits:
Competitive; interested individuals should apply online at https://jobs.charlotte.edu. Search for SHRA job #001303. Applicants are subject to background checks.


The University of North Carolina at Charlotte is an Affirmative Action/Equal Opportunity employer and an ADVANCE Institution that strives to create an academic climate in which the dignity of all individuals is respected and maintained. Women, minorities, veterans, and individuals with disabilities are encouraged to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status, gender identity or sexual orientation.