Provides clerical and administrative support to the Associate Director, Assistant Director, Building Services Staff, and Student Staff, as well as closely monitors revenues and expenses to provide critical budget and financial information to Associate Director. Responsible for oversight of office functions to include personnel and time record management for full time, temporary and student employees; purchasing & budget functions, Office and Information Desk student personnel, customer service, office records and supply inventory.
Maintain all payroll, personnel, budgetary, and project files related to the Cone Center. Implement processes and procedures related to file records management, archiving, and tracking. Coordinates office support activities and works with Associate Director and Assistant Director in support of managing the Cone Center operations.
Financial and budgetary duties to include oversight of budget records for primary Cone Operations budget in spreadsheets, resolves problems for over-expenditures or purchases assigned to wrong accounts; purchasing information, journal entry or transfers required, etc. Has Banner access to view and monitor financial data for two other secondary Cone budgets.
Responsible for developing composite spreadsheets used in preparing annual operating budget and monitoring current monthly expenditures status. Balances internal accounting records against Banner; reviews and reconciles financial data; identifies variances; and takes corrective actions.
Recommends appropriate account use for purchases and projects. Develops communication system to keep Associate Director informed of budgetary expenditures and inaccuracies in statements – including Archibus work request and renovation project charges.
Develop and maintain strong relationships with customers by listening, understanding, and responding to identified needs. Ensures student staff persons receive training and feedback to provide high quality customer service to team members, staff, other building departments, and all visitors.
Fully train, schedule, and supervise day-to-day operations for student Office Receptionists/Info Desk students; coordinates with Assistant Director for all student employees and student training programs. Facilitates Office/Info staff training at each position – including training on R25 reservation software to ensure event reports for operations set-up crews are printed and distributed daily.
Daily customer service interactions with visitors and in-house Academic and Business Affairs employees. The Office Manager performs R-25 (Resource25 scheduling) responsibilities for Cone Operations staff in coordination with the Reservations Department. S/he relays notices to appropriate operations crews for prompt information dissemination to ensure staff have up-to-date event information to ensure seamless customer events. Oversees reservations schedule for one in-house conference room.
Demonstrates initiative and adaptability when working with technology and new software. Enters information into Banner Financial and constantly accesses Banner system for information for purchase requisitions/orders, p-cards and other financial data as requested by the Associate Director. Frequently uses the web for research; e.g. vendor and product research.
Minimum Experience / Education:
Graduation from high school, or completion of its equivalency, and two years of office/clerical work experience; or an equivalent combination of training/experience.
Preferred Education Skills and Experience:
Microsoft Office Suite
Banner Financial Experience
Excellent customer service skills.
Strong organizational skills, documented by prior experience.
Must be attentive to detail.
Experience in budgeting/financial systems within a University.
Excellent written and verbal communication skills, as well as the ability to communicate effectively with students, faculty, staff, and external guests.
Experience in supervising student employees and/or student leaders preferred.
UNC Charlotte is North Carolina's urban research institution. Our campus is located in the piedmont of North Carolina, just two hours from the mountains and three hours from the Atlantic Ocean. A large public university with a small college feel, more than 27,200 students consider UNC Charlotte’s 1,000-acre campus their home away from home.