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Travel and Personnel Associate

CLASSIFICATION TITLE:  Administrative Support Specialist - Journey
WORKING TITLE: Travel and Personnel Associate
DEPARTMENT: Administrative Operations
POSITION LOCATION: NCSSM-Morganton 
POSTING DATE: September 9, 2022
CLOSING DATE: September 30, 2022, 5:00 p.m.
POSITION TYPE: SHRA, permanent, full time, FLSA non-exempt
HIRING SALARY RANGE: $36,121 - $40,134

The North Carolina School of Science and Mathematics (NCSSM) invites applications for a full-time Travel and Personnel Associate at its new campus in Morganton, North Carolina. This position is a 12-month, permanent position with full benefits through the State of North Carolina.

NCSSM and the Administrative Operations division foster an environment of collaboration across departments and divisions and support community-engaged service and research. NCSSM is proud of the diversity of its student body and we seek to attract an equally diverse applicant pool for this position. NCSSM is an equal opportunity and affirmative action employer, and we are strongly committed to increasing faculty and staff diversity. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity or expression, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. If you are an individual with disabilities requiring accommodations in the application and interview process, please contact us at hr@ncssm.edu.

Description of Duties:

Travel Coordination

  • Develop, implement, and maintain a system for obtaining, processing, and tracking travel requests through completion.
  • Prepare travel authorizations and reimbursements.
  • Track travel expenditures.
  • Create hotel reservations.
  • Communicate with all departments for all travel needs and be a resource to answer questions relating to travel policies and procedures.

Personnel Coordination

  • Complete employment paperwork for permanent hires, temporary hires, and independent contractors; conduct employment verifications for temporary hires.
  • Coordinate volunteer forms and background checks.
  • Assist in protection of minors tracking.
  • Copy and file forms related to employee leave, remote work, conflict of interest, protection of minors, and others.

Cross-Training with Other Administrative Operations Positions

  • Serve as a backup and assist as needed on special event planning and room reservations.
  • Process room reservation requests for meetings and events.
  • Assist with event planning, setup, and execution as needed.

Knowledge, Skills, and Abilities:

  • Knowledge: Demonstrates in-depth knowledge of the area of specialization, the program, process, and/or organizational operation.

  • Information/Records Administration: Coordinates varied records processing activities requiring the application and some interpretation of agency procedures, policies, laws, and regulations. Reviews information for completeness and accuracy using multiple guidelines.

  • Problem Solving: Recognizes, defines and resolves non-standard problems using operating procedures, practices and established precedents. Resolves recurring issues and problems as well as some unique situations. Anticipates problems and develops recommendations for management resolution.

  • Communication-Verbal: Presents ideas in a clear, concise, organized manner. Explains and interprets programs, policies and procedures to meet the specific needs of staff and clients. Advises program staff/clients in all matters related to program operations.

  • Communication-Written: Composes and organizes ideas logically, works in multiple formats such as letters, memos, reports or presentations, and can change/adjust style to meet the needs of the program and audience. Reviews sensitive materials and edits content constructively.

  • Office Technology: Selects, understands and fully applies a variety of features in software programs, databases, information systems, and specialized equipment.

Minimum Education and Experience:

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Preferred: two to three years of professional experience processing travel and personnel documents; demonstration of professional and friendly customer service, organization, and attention to detail; and the ability to work independently.

Team NCSSM Benefits:

Parking: Free on-campus parking.

Vacation: Earn from 14 days to 26 days per year based on years of state service. Leave is earned monthly.

Sick Leave: 12 days per year.

Additional Leave: Family Medical Leave (FMLA), Paid Parental Leave (PPL), Civil Leave, Extended Illness, Short/Long Term Disability, Family Illness Leave, Military Leave, Community Service Leave, Voluntary Shared Leave, and Leave Without Pay.

Holidays: 12 days per year

Tuition Waiver: Three courses per academic year tuition free (at any of UNC 17 campuses that offer courses) for permanent full-time employees contributing to the retirement system. Under Educational Assistance, tuition reimbursement may be available for attendance at Community Colleges provided courses taken pertain to current job or upgrades current job skills.

State Employees Credit Union: Membership welcomed. Contact the SECU Credit Union for information.

Community Service: 24 hours leave credited each calendar year (prorated for part-time) unless you choose the Mentoring/ tutoring option – 1 hour each week up to a max of 36 hours that schools are in session as documented by the elected board of the local education agency or the governing authority of any non-public school.

About NCSSM:

North Carolina School of Science and Mathematics (NCSSM) is a world-class public high school with statewide reach empowering academically talented students from diverse backgrounds from every corner of the state to design their own future. We offer residential high school programs in Durham and Morganton for juniors and seniors or virtual high school courses and programs that students can take alongside their local curriculum, all tuition free. Our wide array of summer offerings for rising 5th- through 12th-graders includes free opportunities for in-state students alongside paid options for students from anywhere in the world. NCSSM Extended Learning partners with communities and regions to advance student learning and outcomes.

Specializing in science, technology, engineering, and math, and embracing the fine arts and humanities, NCSSM has become the model for 18 such specialized schools around the globe since its founding in 1980 and is a full constituent of the University of North Carolina System. NCSSM’s Ignite + Transform comprehensive campaign seeks to raise $50 million in private support for our mission.

The new NCSSM-Morganton campus is opening in 2022 for summer programs and its first fall academic term and will focus on the booming fields of data science and artificial intelligence, preparing the leaders of tomorrow to navigate a future driven by data and machine learning, with emphasis on the humanistic implications and ethical use of these tools.

Nearly two-thirds of NCSSM graduates earn a bachelor’s degree in a STEM field -- over three times the national average, including 58 percent of our underrepresented minority graduates, which is nearly four times the national average. Nearly three-quarters have earned or are seeking a graduate degree. A 2020 economic impact study found that 54 percent of our alumni continue to live and work in North Carolina, catalyzing nearly $1.3 billion in annual economic activity. NCSSM embraces equity, diversity, and inclusion, and seeks to recruit employees who share these values.

For more information, please read the NCSSM strategic plan and visit ncssm.edu.

How to Apply:

Submit electronic application, cover letter, resume, and proof of applicable training/certifications via: http://www.governmentjobs.com/careers/northcarolina/. Please create an account, search for the Travel and Personnel Associate position vacancy, and submit the online application.

Please complete your application in full. All required Competencies, Work History, and Credentials must appear on the application in the Education and Work Experience sections of the application to receive consideration during the selection process. Resumes will not be accepted in lieu of completing the State Application form in its entirety. “See Attached Resume or an Embedded Text Resume” will be considered incomplete and will not be processed. Degrees must be received from appropriately accredited institutions.

Applicants seeking Veteran’s preference must attach a DD-214 form, Certificate of Release or Discharge from Active Duty, along with the application. Final candidates are subject to criminal and sex offender background checks. Some vacancies also require a motor vehicle check. If the highest degree is from an institution outside of the U.S., final candidates are required to have their degree equivalency verified at www.wes.org or equivalent service. NCSSM participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

Please refrain from submitting multiple applications. However, if multiple applications are submitted to a posting, only the most recent application received prior to the posting close date will be accepted. There is a 24 hour waiting period before an applicant can re-apply to a position.

If you have questions, please contact Eric Hunsley, Assistant Human Resources Director, at eric.hunsley@ncssm.edu

NCSSM is an EEO/eVerify/VEVRAA Employer

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