Administrative Support Specialist

The Department of Psychology, within the Hairston College of Health and Human Sciences at North Carolina Agricultural and Technical State University, seeks an administrative support speiliaist to support graduate programs in the department. The primary purpose of this position is to provide administrative support for daily operations of the graduate programs, working closely with the department Chair, graduate program director(s), graduate students, and prospective graduate students. The administrative support spcialist will collaborate with other stakeholders including appropriate units on campus and the Graduate College, to provide student-centered customer service and operational effectiveness. Staff in this role will be responsible for supporting of the Health Psychology master's and the Applied Psychology PhD programs.

Primary Function of Organizational Unit

North Carolina A & T State University is a public land grant high research institution that is committed to teaching and learning, scholarly and creative research, and effective engagement and public service. As the largest HBCU in the nation, our enrollment is over 13,487 students and our workforce includes over 2,000 employees. North Carolina A&T State University offers over 90-degree programs at the bachelors, master's, and doctoral levels through eight academic colleges. The University is one of the sixteen constituent units of the University of North Carolina (UNC) and is accredited by the Southern Association of Colleges and Schools (SACS). The strategic vision, preeminence 2023, focuses the University on interdisciplinary scholarly activities in a learner-centered environment.

The Department of Psychology is a supportive community of committed faculty and practitioners whose goals are to introduce students to the ideas and concepts relevant to this discipline, encourage interdisciplinary learning, prepare students for study in graduate schools, prepare students for entry-level jobs requiring knowledge in psychology, and train students to conduct both basic and applied research. These goals are reached through quality classroom instruction, departmental colloquia, departmental student organizations, internship opportunities through independent study, and individualized research projects. The Department of Psychology has 840 enrolled undergraduate students and 30 graduate students. The department is seeking candidates to join a growing program with a highly interactive and productive faculty.

The John R. and Kathy R. Hairston College of Health and Human Sciences (HCHHS) comprises six departments and the School of Nursing. The HCHHS offers the following undergraduate degree programs; Communication Sciences and Disorders, Health Services Management, Kinesiology, Nursing, Psychology, Social Work, and Sociology. At the graduate level, HCHHS offers four graduate degree programs including the Masters in Physician Assistant Studies (PA program), Master of Social Work (MSW), Master of Science in Health Psychology and PhD in Social Work, PhD in Applied Psychology, and Doctor of Nurse Practice (DNP). The HCHHS is also home to the Center of Excellence in Integrative Health Disparities and Equity Research (CIHDER), a hub for multidisciplinary research and community engagement efforts to alleviate health inequities. The HCHHS capitalizes on the synergistic relationships between these departments to develop advanced academic programming, enhance the mentoring of trainees, and conduct collaborative multidisciplinary research and scholastic activity.

The Department of Psychology is a supportive community of committed faculty and practitioners whose goals are to introduce students to the ideas and concepts relevant to this discipline, encourage interdisciplinary learning, prepare students for study in graduate schools, prepare students for entry-level jobs requiring knowledge in psychology, and train students to conduct both basic and applied research. These goals are reached through quality classroom instruction, departmental colloquia, departmental student organizations, internship opportunities through independent study, and individualized research projects. The Department of Psychology has 840 enrolled undergraduate students and has two graduate degree programs, a MS in Health Psychology and a PhD in Applied Psychology. The department is seeking candidates to join a growing program with a highly interactive and productive faculty.

Work Hours 8:00 am to 5:00 pm Monday-Friday Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies. Hybrid (Employees are working part-time in the office to perform job tasks that require on-campus engagement, and the remaining time at home)

Key Responsibilities and Related Competencies

Required Competency Information/Records Administration Duties

Provides administrative support to unit management by coordinating the administration of programs, projects, and/or processes and by organizing and coordinating unit operations. Prioritizes work, resolves routine conflicts and issues, and prepares and implements administrative guidelines and procedures for unit. Works under general supervision, within established work parameters, with few direct instructions. Carries out routine and non-routine tasks with occasional review of work outputs by supervisor. Performs professional work that requires knowledge of general administrative/office management principles and practices and a good understanding, use, and application of concepts, theories, principles, practices, terminology, and applied bases of unit administration.

* Oversight of the daily operations of the Psychology Graduate programs office
* Assist with tracking the processing of admissions and matriculation of students in the graduate programs
* Assist the graduate program director with adding graduate courses into Banner.
* Assist with the completion of graduate contracts and assistant-ship offers in collaboration with the graduate college.
* Complete and submit any payroll-related documents for graduate students.
* Complete the paperwork associated with student scholarships/stipends.
* Assist the program director with maintaining records of the plans of study for graduate students.
* submission of requisitions for purchases of supplies and services for the graduate program
* coordinate travel for the graduate coordinator and graduate students
* Other tasks as assigned.

Required Competency Knowledge - Program Duties

Provides routine and non-routine information and explanations to clients. Creates informational materials; provides general unit supporting research, analysis, and proposal data; prepares, processes, and controls records, statistics, reports and documents; and/or performs some fiscal support functions. Schedules appointments, arranges and coordinates design and logistics for events and meetings, and completes other work consistent with a broad understanding of the mission, vision, role, and goals of the administrative, academic, or research unit, and the tasks and responsibilities of the Senior Administrative Assistant in the achievement of unit goals. May serve as liaison within and outside unit. May provide academic advising (if qualified).

* Have knowledge of the admission process for applicants applying to the graduate program in psychology to assist in admission-related tasks.
* Have knowledge of the hire process for part-time and full-time faculty to assist in completing the tasks required for hiring university employees.

Required Competency Communication - Verbal/Written Duties

Respond to inquiries from interested or current students, administration and others. Assist department head with any written documents or forms. Maintain all deadlines for any administrative assignments.

* Support the development and dissemination of recruitment and marketing material
* Support development and dissemination of memos for graduate programs: notifications to students, letters of acceptance, offers of assistant-ships
* Support development of information for maintenance of the graduate program website
* Interact with the Graduate College, Financial Aid and Scholarships and Registrar's offices as needed to meet program needs.
* Coordinate communication to students and graduate faculty in relation curriculum, plans of study, key deadlines

Required Competency Customer Service/Communication Duties

* Provide appropriate and timely responses to inquiries from students, faculty, and other stakeholders
* Assist with contacting and responding information regarding the programs to potential graduate students
* Assist with coordinating enrollment, registration of graduate students in collaboration with the graduate college.
* Assist with graduate student orientation and on-boarding as new students enter the program.