4 University Business Partners Assistant/Office Manager Jobs in Charlotte, NC
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University Business Partners Assistant/Office Manager
$67k-91k (estimate)
Full Time | Colleges & Universities
1 Week Ago
UNC Charlotte is Hiring an University Business Partners Assistant/Office Manager Near Charlotte, NC
General Information
Vacancy Open to
All Candidates
Employment Type
Permanent - Full-time
If time-limited, note appointment end date
Hours per week
40
Months per year
12
Position Number
001893
NC Salary Grade Equivalency
GN07
Classification Title
University Program Associate Journey
Working Title
University Business Partners Assistant/Office Manager
Salary Range
$40,350 - $50,000
Anticipate Hiring Range
$40,350 - $50,000
FLSA Status
Non Exempt
Division
Research
Department
Div of Research (Adm)
Work Unit
Office of Research Partnerships
Work Schedule
8:00 am – 5:00 pm; Monday – Friday; Occasional nights and weekends for event management; Limited telework availability after successful completion of initial training.
Primary Purpose of Position
The University Business Partners Assistant / Office Manager serves as second in command to provide superior customer service to all Millennial Campus University Business Partners (UBP); first point of contact for UBP and visitors in PORTAL building. Help manage specialized UBP membership programs, communicate with business partners, interact with customers via multiple communication channels (UBP help desk, email, phone communications or face-to-face inquiries); accurately determine problem(s) and handle issues quickly and directly; assist with meeting room reservations, complete work orders, maintain and report on help desk data; develop and build relationships and maintain trust with UBPs. Superior customer service is essential. Serve as primary staff assistant to the Office of Research Partnership (ORP) and the Office of Commercialization and Development (ORCD). Provide administrative support for the Executive Director of ORP, Executive Director of ORCD and staff of the units. In coordination with the Executive Director, oversee daily activities and work performance of student employees within the unit. Provide routine public contact and interface with University faculty and staff, students, industry and government partners, and members of the community. On occasion may be called upon to serve as backup to the Executive Assistant for Vice Chancellor and/or the Associate Vice Chancellor of the Division of Research.
Building management: Co-manage and oversee co-working and common spaces in PORTAL Building, checking the facility to ensure cleanliness, furniture is in place, visually check facility technology services and operation, initiating work orders as needed. Maintain per room furniture inventory. Coordinate space moves and restorative measures at time of vacancy.
Information Records Administration: Enter or review financial operational data in Budget & Personnel Office Databases including Salesforce CRM. Prepare and review monthly invoices (ORCD and UBP). Assist with management of UBP email accounts. Upload invoices and receipts in the UBP CRM. Backup for Lab Inspections representative for UBP licensed laboratory spaces.
Leadership: Provide office management for the Office of Research Partnerships and Office of Commercialization and Development to include purchasing, travel, Pcard, and initial research of potential industry partnerships as needed.
Program Administration: Understand space licensing and co-working agreements related to the Division of Research in order to answer tier 1 and some tier 2 customer inquiries. Generate various reports to assist business operation, run monthly audits of all databases to ensure information is accurate and up-to-date. Update metric reports, space rate and space blueprints. Provide building tours and serve as expert program administrator. Understand university policies and procedures for event and visitor management, coordinating needs of UBPs through various campus processes.
Planning and Organizing: Coordinate and support internal and external events to ensure smooth execution and positive outcomes. Coordinate with the Division Marketing to create and manage mass email, meeting brochures and agendas, website pages and updates. Pre-event responsibilities for assigned events include: producing attendance data, name badges, and rosters; and coordinating follow-ups with vendors, speakers, Committees, Divisions and client POCs on logistics. Perform on-site management of assigned events to include registration, attendee/customer service fulfillment, food and beverage service delivery, audio-visual services delivery, security, local transportation, sponsorship fulfillment and display/exhibit delivery, etc. and interface between Division/client and venue support staff.
Minimum Education/Experience
Required Minimum Qualifications:
Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
University Preferred 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.
Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
University Preferred 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.
Essential Job Duties
The University Business Partners Assistant / Office Manager will co-manage and oversee co-working and common spaces in the PORTAL building monitoring the facility to ensure cleanliness and appropriateness of furniture placement. With a dotted-line report to the University Business Partners Services Manager, this position will routinely manage building/equipment inventory, initiate work orders, and provide excellent customer service to UBP and visitors to the PORTAL building. As the first point of contact, this position will communicate information regarding policies, procedures and processes and provide solutions for routine and non-routine issues.
Enter and review financial operational data in B&P Business Office CRM (Salesforce), upload invoices and receipts in preparation for invoice creation and review as a part of a team review, and serve as backup for the Lab Inspections representative for UBP licensed laboratory spaces.
Generate various reports to assist business operations, run monthly audits to ensure information is accurate and up-to-date. Update metric reports, space rate and space blueprints. Act as primary contact and manager of Salesforce CRM, updating the database with the most recent information relating to Partners, Prospects and Contacts.
Provide daily administrative support to Office of Research Partnerships (ORP) and Office of Commercialization and Development (ORCD) Executive Directors and staff.
- Manage Administrators’ calendars, schedule appointments, reserve meeting rooms, and oversee standing meetings for the unit.
- Manage student employee work schedules and oversee daily work performance, as needed.
- Plan and organize meetings and campus site visits from industry, government and economic development agencies. Assist in developing visit agendas and scheduling various university and industry attendees to campus visits and presentation meetings. Prepare information packets and presentation materials to support these meetings and visits.
- Assist with Office of Research Partnerships (ORP) event and topic-specific program planning and execution. Related duties include placing and coordinating catering orders, managing invitation contact lists and disseminating e-invitations, and providing on-site assistance during events.
- Provide daily customer interface in the form of telephone, email, and in-person interactions. Serve as first-line customer interface for the units. Refer customer inquiries to the appropriate unit Administrators as required.
- Represent Office of Research Partnerships (ORP) in providing as-needed interface with UNC Charlotte academic departments, research centers, IUCRCs, and research faculty.
- Maintain an understanding of the Office of Research Partnerships (ORP) organizational structure, its mission, vision, strategic priorities, and standard operating practices, procedures and policies, and translate those to daily workplace decisions and customer/constituent interactions.
- Organize and maintain electronic and paper files and records for the unit.
- Problem solve routine office issues and seek additional assistance as situations require.
- Research, as needed and with direction from the Executive Director, potential industry partnerships including industry briefs, etc. for higher level decision making.
- Coordinate and support internal and external events to ensure smooth execution and positive outcomes.
- Coordinate with the Division Marketing to create and manage mass email, meeting brochures and agendas, website pages and updates.
- Pre-event responsibilities for assigned events include: producing attendance data, name badges, and rosters; and coordinating follow-ups with vendors, speakers, Committees, Divisions and client POCs on logistics.
- Perform on-site management of assigned events to include registration, attendee/customer service fulfillment, food and beverage service delivery, audio-visual services delivery, security, local transportation, sponsorship fulfillment and display/exhibit delivery, etc. and interface between Division/client and venue support staff.
Other Work Responsibilities
- Maintain office supply inventory and restock as necessary. Monitor and maintain supply of various unit marketing and collateral printed materials and reorder as necessary.
- Ability to use purchasing software (49erMart), Pcard, and travel documentation for Executive Directors and unit staff, as needed.
- Intermediate level of Microsoft and Google Suite products.
- Attend meetings as assigned and requested. Attend meetings on unit Administrators’ behalf as requested.
- Manage unit Administrators travel requests and documents.
- Oversee departmental mail distribution.
- Other duties as assigned
Departmental Preferred Experience, Skills, Training/Education
- Bachelor’s degree from an accredited university
- Two to three years of exceptional customer service experience
- Higher ed experience preferred but not required
- Experience with project collaboration in a team environment
- Experience with building and maintaining successful relationships
- Problem solving and solution oriented
- Good communication skills both written and oral
- One to two years of office management experience
- Experience with UNC Charlotte 49erMart, Pcard management, and travel documentation prep preferred but not required
- Intermediate level of experience with Microsoft and Google Suite products (Word/Doc, Excel/Sheets, PowerPoint/Slides)
- Event management experience
Necessary Licenses or Certifications
Work Location
PORTAL Atrium
Posting date
04/19/2024
Closing date
05/05/2024
Proposed Hire Date
05/20/2024
Contact Information
Ali Mateen; amateen@charlotte.edu; 7-7993
Special Notes to Applicants
UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits
The finalist will be subject to a Criminal Background Check and/or a Motor Vehicle Report.
Please upload reference information including names, position titles and company/institutions, phone numbers, and email addresses of at least two current/previous supervisors.
- The Search Committee will not contact references without first verifying permission with the finalist.
Please ensure your full range of knowledge, skills, abilities, experience, and education are listed on your application.
Do not write ‘see resume’ on your application when completing the job duties section.
Do not write ‘see resume’ on your application when completing the job duties section.
Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions. (see the job duties section of previous employment).
Please submit a resume and cover letter with your application.
- These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education, and professional experience.
A hybrid/teleworking schedule may be available once onboarded into this role at the discretion of the supervisor and within university policy.
Job Summary
JOB TYPE
Full Time
INDUSTRY
Colleges & Universities
SALARY
$67k-91k (estimate)
POST DATE
04/24/2024
EXPIRATION DATE
05/20/2024
WEBSITE
uncc.edu
HEADQUARTERS
CHARLOTTE, NC
SIZE
3,000 - 7,500
FOUNDED
1946
TYPE
Private
CEO
PHILIP L DUBOIS
REVENUE
$200M - $500M
INDUSTRY
Colleges & Universities
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About UNC Charlotte
UNC is a research university that offers research-based educational programs.
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