Herc-Higher Education Recruitment Consortium

Schedule and monitor the AVC's calendar and assist with managing work time based on an awareness of AVC's priorities and responsibilities. Attend AVC's meetings as needed and monitor issues for follow-up including preparing future meeting agendas. Provide administrative support for a variety of committees chaired by the AVC. 

Schedule meetings, as requested, for the Directors of Treasury Services (TS) and Financial Systems Support (FSS).

Provide high level assistance in the fiscal management of funds and HR processing for personnel in Financial Services (FS). Maintain budget records using data from Banner to reconcile actual expenses, identify budget-to-actual variances, report variances to the AVC, and develop corrective action when needed including preparing and entering journal entries.

Perform administrative functions for AVC and Directors of TS and FSS including, but not limited to, making travel arrangements and submitting requests for reimbursement; entering, reconciling, receiving, and/or approving financial transactions with close attention to the effect on budget balances; submitting electronic purchase requisitions and electronic receiving, appropriately utilizing all available modules in 49erMart such as eCRs and MISOs; resolving ordering problems; clearing outstanding excess encumbrances accurately and timely; processing items for surplus inventory; managing contract renewals and associated payments; and ordering supplies and equipment.

Assist the Director of TS and the Office of the Vice Chancellor of Business Affairs, as needed, with administrative duties for Board meetings of affiliated entities, which may include interacting with board members. 

Maintain records of computers, laptops, and other electronic equipment for all areas of FS and coordinate with OneIT for periodic equipment refresh routines including confirming availability of funding. 

Serve as the Reese Building Liaison with FM and Primary Safety Monitor and coordinate Floor Safety Monitors within the Reese Building. 

Assess and resolve, or assist in the resolution of, problems that require research, review, and consideration of policies, procedures, regulations, precedence, etc. Anticipate problems and alert management including providing recommendations for addressing the situation in advance or resolving the situation after-the-fact.

Utilize appropriate writing skills including clarity, conciseness, professional and collegial tone, and proper grammar, and edit messages carefully in completing job duties that require written communication.

Use interpersonal skills to guide interactions with end users in regards to processes, policies, guidelines, etc. to achieve the best possible outcome for all involved.

Independently research selected subjects and prepare associated reports and documentation.
Maintain files and electronic records.
 
Complete special projects as assigned. 

Required Minimum Qualifications:
 
Graduation from high school and three years of progressively responsible administrative/office management experience; or graduation of a two-year secretarial science or business administration program and one year of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field; or an equivalent combination of training and experience.
 
University Preferred Qualifications:

Graduation from high school and demonstrated knowledge, skills and abilities gained through five years of progressively responsible administrative/office management experience; or graduation of a two-year secretarial science or business administration program and three years of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field and two years of progressively responsible administrative/office management experience; or an equivalent combination of training and experience. 

Budget and financial analysis experience including Excel skills.

Understanding of HR processes.

Strong attention to detail; verbal and written communication skills; and interpersonal and customer service skills.

Ability to work independently

Experience with the following:

Administrative support experience at UNC Charlotte is a plus.