Administrative Support Specialist

Position Details

Classification Information

Position Classification Title Administrative Support Specialist FLSA Non-Exempt Position Class 10422

Position Overview

Join the Ramily! Position Summary

Are you an administrative professional with experience in the fields of higher education or police and public safety? Join the Ramily! Winston-Salem State University is seeking an Administrative Support Specialist to support the Department of Police and Public Safety. The primary role of the Police & Public Safety department is to support the University's core mission of teaching, research, and public service by offering comprehensive and professional safety services as well as secure, easy access to the WSSU campus. The department protects and serves the University community by enforcing North Carolina laws, managing resources effectively, and maintaining an environment that promotes education and community-oriented service.

The Administrative Support Specialist will report directly to the Chief of Police and provides comprehensive administrative, communications, and fiscal support to the Office of the Chief and Police & Public Safety. The Administrative Support Specialist will serve as the main point of contact, managing correspondence, reports, calendars, meetings, travel, and event coordination, as well as independently screening inquiries.

Responsibilities of the Administrative Support Specialist include:

• Engaging with students, employees, visitors, vendors, and external partners by phone, email, and in person to exchange and obtain information essential to Police & Public Safety operations.
• Drafting, editing and proofreading professional correspondence, briefings, reports, meeting materials, and leadership communications for the Chief's Office.
• Screening inquiries, routing matters appropriately, and communicating time-sensitive updates with discretion.
• Serving as a professional point of contact while protecting confidential and law-enforcement-sensitive information
• Supporting the full range of business and budget operations for Police & Public Safety across multiple funding sources.
• Monitoring expenditures, maintaining accurate budget tracking, and preparing routine budget summaries, forecasts, and leadership-ready reports
• Processing financial transactions from start to finish-including requisitions, purchases, invoice review/coding, approvals, and payment follow-up-ensuring compliance with university/state purchasing requirements and internal controls.
• Reconciling procurement card activity for cardholders, verifying receipts and documentation, resolving discrepancies with Finance/Procurement/Accounts Payable, and maintaining organized records to support audits and departmental accountability.
• Managing calendars, meeting logistics, and travel arrangements
• Identifying and resolving administrative and operational issues by gathering facts, researching policies, and analyzing records (e.g., budget activity, purchasing documentation, and workflow status).
• Recommending practical solutions, escalating issues appropriately, and following through to closure.
• ·Troubleshooting routine process breakdowns (missing documentation, coding errors, delayed approvals) and coordinating with campus partners to prevent recurrence.
• Coordinating work across Police & Public Safety and campus stakeholders, including Student Affairs, Housing, General Counsel, Human Resources, Finance/Procurement, Risk Management, Emergency Management, and other departments as needed.
• Facilitating communication, schedules cross-functional meetings, preparing materials, documenting outcomes, and tracking action items.
• Coordinating meetings, trainings, projects, and department events by managing schedules, logistics, and documentation.
• Maintaining tracking systems for deadlines, requests, approvals, and deliverables
• Ensuring records are organized and accessible and supporting continuity by keeping calendars, files, and standard processes up to date.

Primary Function of Organizational Unit

The primary role of the Police & Public Safety department is to support the University's core mission of teaching, research, and public service by offering comprehensive and professional safety services as well as secure, easy access to the WSSU campus. The department protects and serves the University community by enforcing North Carolina laws, managing resources effectively, and maintaining an environment that promotes education and community-oriented service.

Position Information

Position Number 074698 Competency Level Journey Working Position Title Administrative Support Specialist Building and Room No.

Patricia D. Norris Police and Public Safety Bldg.,

Work Hours: From [time] to [time] on [days] of [week] 8:00am - 5:00pm Hours per week 40 Months per year 12 Appointment Type Permanent Full-Time If Time Limited. No Appointment Length. 12

DHR Assigned Fields

FTE 1

Requirements and Preferences

Position required to work during periods of adverse weather or other emergencies Not Mandatory Position required to work On-Call/Emergency Callback No Minimum Experience/Education

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

Preferred Years Experience, Skills, Training, Education

• Bachelor's degree in a relevant field
• Prior experience working in a university setting
• Knowledge of modern office procedures, practices, and equipment required.
• Expertise in Microsoft Word, Excel, Outlook, Access, and PowerPoint.
• Demonstrated ability in organizing workflow and coordinating activities.

Required License or Certification

No

Valid US Driver's License No Commercial Driver's License Required No Physical Required No List any other medical/drug tests required

Posting Details

Posting Details

Posting Number SPA01031P Internal Posting Only No Time Limited Position No Appointment Length State Salary Range $34,602- $58,870 Internal Salary Range $37,485 - $46,535 Open Date 03/11/2026 Close Date 07/10/2026 Open Until Filled No Special Instructions Summary

Our agency supports second-chance employment for individuals who were previously incarcerated, or justice-involved. We invite all potential applicants to apply for positions for Which they may be qualified.

Please Note:

• A criminal background check will be conducted on the candidate finalist prior to the offer of employment.
• If it is determined that no applicants meet the minimum competency, education, and experience requirements, then management may consider other applicants.
• Salary will be determined based on competencies, equity, budget, and market considerations.
• Resumes will not be accepted in lieu of completing an electronic application. The application must be completed in full detail (including work history) for your qualifications to be considered.
• Failure to complete the application completely may result in you not being considered for the vacant position.
• Your application for the position will not be completed until you receive an online confirmation number at the end of the process of applying for a position.
• If you have general questions about the application process, you may contact Human Resources at OHR@wssu.edu. Individuals with disabilities requiring disability-related accommodation in the application and interview process, please call 336-750-2834.

Key Responsibilities and Related Competencies

Key Responsibilities and Related Competencies

Competency Communication - Verbal / Written Describe the specific job duties related to this competency

• Engages with students, employees, visitors, vendors, and external partners by phone, email, and in person to exchange and obtain information essential to Police & Public Safety operations.
• Drafts, edits, and proofreads professional correspondence, briefings, reports, meeting materials, and leadership communications for the Chief's Office.
• Screens inquiries, routes matters appropriately, and communicates time-sensitive updates with discretion.
• Serves as a professional point of contact while protecting confidential and law-enforcement-sensitive information

Percentage Of Time 20 Competency Financial Management - Budget Describe the specific job duties related to this competency

• Supports the full range of business and budget operations for Police & Public Safety across multiple funding sources.
• Monitors expenditures, maintains accurate budget tracking, and prepares routine budget summaries, forecasts, and leadership-ready reports to support planning and decision-making. Processes financial transactions from start to finish-including requisitions, purchases, invoice review/coding, approvals, and payment follow-up-ensuring compliance with university/state purchasing requirements and internal controls.
• Reconciles procurement card activity for cardholders, verifies receipts and documentation, resolves discrepancies with Finance/Procurement/Accounts Payable, and maintains organized records to support audits and departmental accountability.

Percentage Of Time 25 Competency Office Technology Describe the specific job duties related to this competency

• Uses office technology and enterprise systems to support efficient operations, including document production, scheduling platforms, shared drives, workflow tools, and financial/HR systems as assigned.
• Produces polished documents (letters, memoranda, agendas, reports) with minimal supervision; manages calendars, meeting logistics, and travel arrangements; and maintains secure electronic filing and tracking tools.
• Safeguards sensitive information by following confidentiality requirements and applicable privacy/security practices.

Percentage Of Time 10 Competency Problem Solving Describe the specific job duties related to this competency

• Identifies and resolves administrative and operational issues by gathering facts, researching policies, and analyzing records (e.g., budget activity, purchasing documentation, and workflow status).
• Recommends practical solutions, escalates issues appropriately, and follows through to closure.
• Troubleshoot routine process breakdowns (missing documentation, coding errors, delayed approvals) and coordinated with campus partners to prevent recurrence.

Percentage Of Time 10 Competency Coordination - Work Describe the specific job duties related to this competency

• Coordinates work across Police & Public Safety and campus stakeholders, including Student Affairs, Housing, General Counsel, Human Resources, Finance/Procurement, Risk Management, Emergency Management, and other departments as needed.
• Facilitates communication, schedules cross-functional meetings, prepares materials, documents outcomes, and tracks action items.
• Supports collaborative initiatives and ensures administrative processes align with departmental priorities, timelines, and compliance expectations.

Percentage Of Time 20 Competency Planning and Organizing Work Describe the specific job duties related to this competency

• Plans, prioritizes, and organizes daily administrative responsibilities to support a fast-paced public safety environment.
• Coordinates meetings, trainings, projects, and department events by managing schedules, logistics, and documentation.
• Maintains tracking systems for deadlines, requests, approvals, and deliverables; ensures records are organized and accessible; and supports continuity by keeping calendars, files, and standard processes up to date.

Percentage Of Time 15

Supplemental Questions

Required fields are indicated with an asterisk (*).

• How did you hear about this employment opportunity?

• Public Job Posting

• Internal Job Posting

• Agency Referral

• Advertisement/Publication

• Personal Referral

• Website

• Other

• What level of experience do you have supporting budget or financial operations (e.g., tracking expenditures, preparing budget reports, or assisting with financial planning)?

• No experience

• Limited exposure but not a primary responsibility

• Assisted with budget tracking or expense monitoring

• Regularly prepared or maintained budget reports

• Managed or oversaw departmental budget processes

• Which of the following best describes your experience with procurement and purchasing processes (e.g., requisitions, purchase orders, invoice processing) and reconciling expense transactions?

• No experience

• Familiar with the process but did not perform it

• Processed requisitions and purchase requests occasionally

• Regularly processed purchasing transactions and invoices

• How many years of experience do you have providing administrative or operational support in a professional office environment?

• No experience

• Less than 1 year

• 1-2 years

• 3-5 years

• 6 or more years

Applicant Document

Required Documents

• Resume
• Cover Letter

Optional Documents

• Unofficial Transcripts
• References List