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Budget, Purchasing and Reporting Coordinator

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Please see Special Instructions for more details.

You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran’s Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T State University 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. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity. *If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.*

Posting Details

Classification Information

Position/Classification Title Administrative Support Assoc
Classification Type SHRA
Position required to work during periods of adverse weather or other emergencies: No
Minimum Experience/Education

High School Diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

Preferred Years Experience, Skills, Training, Education

Some college preferred; combination of education and/or experience that demonstrates knowledge and understanding of office administration, management, organization, coordination, facilitation, financial and/or report writing. Budgeting and financial management skills.

Excellent verbal and written communication, time management skills and computer literacy in Microsoft Office Suite, specifically Microsoft Word, Excel and Access.

Ability to work in high-pressure atmosphere while maintaining a pleasant and professional demeanor.

Ability to adhere to operational policies and procedures and maintain confidentiality.

Required License or Certification

Position Overview

Primary Purpose of Position

The Budget, Purchasing and Reporting Coordinator will function as a part of the Family and Consumer Sciences program unit which focuses on delivering programs to help individuals, families and communities 1) live a healthy life 2) sustain/achieve financial capacity and 3) have healthy family relationships. This full-time position will provide administrative support for two federally funded nutrition education programs (EFENP and SNAP-Ed). The Expanded Food and Nutrition Education Program (EFENP) uses peer educators to deliver a series of hands-on lessons to its program participants, which include low-income families and youth. The Supplemental Nutrition Assistance Program Education (SNAP-Ed) provides educational programs to increase the likelihood that people eligible for SNAP (formerly food stamps) will make healthy food choices within a limited budget and choose physically active lifestyles consistent with the Dietary Guidelines for Americans and Food Guidance System (MyPlate) serving limited resource audiences. The role will support SNAP-Ed 75% time and EFENP 25% time.

The three main functions of this role are related to budgeting, purchasing and reporting, although the positon also requires attention to other duties in support of EFENP and SNAP-Ed.

Primary Function of Organizational Unit

The mission of the School of Agriculture and Environmental Sciences (SAES) is to provide opportunities for individuals from diverse backgrounds to achieve excellence through intellectual and technological advancements in the food, agricultural, environmental and life sciences that will cultivate and enhance their potential for global leadership, productivity and competitiveness. The goals of the SAES are three-fold: (1) Provide learning experiences through which students gain in-depth competencies, knowledge and skills which will ensure their success in the changing environments and improve the quality of life for the citizens of our community, state and nation, (2) Enhance, expand and integrate quality teaching, research, extension and international programs and (3) Strengthen the integration and use of effective cutting edge information and technologies.

The Cooperative Extension Program at North Carolina Agricultural & Technical State University serves limited resource communities by providing practical research/evidenced based programs in the areas of 4-H and Youth Development; Agricultural and Natural Resources; Community and Rural Development; and Family and Consumer Sciences. Family and Consumer Sciences programs are delivered to help individuals, families and communities 1) live a healthy life, 2) sustain/achieve financial capacity; and 3) have healthy family relationships.

Work Hours 8am-5pm- Monday through Friday

Key Responsibilities and Related Competencies

Required Competency Knowledge - Program
Duties

Demonstrates in-depth knowledge of the EFENP and SNAP-Ed programs to accomplish daily assignments. May be the content/process resource.

Required Competency Written Communication
Duties

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.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

Required Competency Budgeting
Duties

Monitors and reconciles SNAP-Ed program budget of almost $1M and tracks travel and office expenditures. Tracks and monitors personnel, travel and program expenses for EFNEP and SNAP-Ed using MS Excel, Banner and other associated technologies. Use fiscal prudency and adhere to University, State and Federal polices and procedures to ensure purchases are within guidelines for allowable expenses.

Required Competency Verbal Communication
Duties

Develops and maintains strong relationships with clients or customers by listening to the client/customer and understanding and responding to identified needs. These stakeholders may include other University and Extension program staff (county and state), in addition to external partners and potential program clients, vendors, volunteers, etc.

Required Competency Information/Records Administration
Duties

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. Knowledge of appropriate data collection policy and procedures, filing systems, data management systems (WebNEERS, Banner, LMS, ERS), Utilizes, reconciles and manipulates data for management reports from different internal and external sources.

Required Competency Office Technology
Duties

Selects, understands and fully applies a variety of features in software programs (MS Word, Excel, and Access), databases (ERS and LMS), information systems (WebNEERS), and specialized equipment. Integrates varying software or learns new computer applications to meet unique work needs. May serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures. Set-up, maintain, monitor, and coordination for all fiscal and program data/reports. Ability to collect, review, assess the data for EFNEP Program Assistants using WebNEERS reporting system. Retrieve impact data from WebNEERS as requested by EFENP Coordinator.

Required Competency Work Coordination
Duties

Operations: Facilitates flow of work throughout a dynamic work unit. Coordinates and directs the office support activities and manages a wide variety of records, reports and files. May develop new processes or procedures relevant to the support needs of the office. Ability to facilitate the flow of work for financial and program reports to meet timelines as outlined by federal partner. Knowledge of appropriate procedures for collecting and reviewing information according to University, Federal and State guidelines. Ability to monitor or regulate those procedures, tasks, or activities.

Position Information

Working Title Budget, Purchasing and Reporting Coordinator
Competency Level Advanced
Position Number 009639
Hiring Range $35,000 - $37,454
FLSA Non-Exempt
Position Type Cooperative Extension
Appointment Type Time Limited - Full-time
FTE
If Time Limited, Appointment Length 09/30/2018

Posting Detail Information

Posting Number SPA0920
Open Date 12/06/2017
Close Date 12/19/2017
Special Instructions to Applicant

You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application.

Applicants seeking Veteran’s Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting.

Final candidates are subject to criminal and sex offender background checks.

North Carolina A&T State University 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.

North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.
If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How many years of experience do you have serving as an administrative assistant?
    • None
    • 1-2 years
    • 3-4 years
    • 5 years or more
  2. * How many years of experience do you have monitoring and tracking budgets?
    • None
    • 1-2 years
    • 3-4 years
    • 5 years or more
  3. * How would you describe your proficiency in using Microsoft Word?
    • Novice
    • Intermediate
    • Advanced
    • Expert
  4. * How would you describe your proficiency in using Microsoft Excel?
    • Novice
    • Intermediate
    • Advanced
    • Expert
  5. * How would you describe your proficiency in using Microsoft Access?
    • Novice
    • Intermediate
    • Advanced
    • Expert
  6. * Do you have experience in monitoring budgets of at least $500,000?
    • yes
    • no
  7. * Please indicate how you learned of the vacant position for which you are applying.
    • NCA&T Website
    • UNC System Job Board
    • Indeed.com
    • NCA&T Employee
    • Chronicle of Higher Education
    • Inside Higher Ed
    • Higher Education Recruitment Consortium
    • Other_____________

Applicant Documents

Required Documents
Optional Documents
  1. Resume
  2. Cover Letter
  3. Certificate of Release or Discharge from Active Duty (DD-214)
  4. Bachelor's Degree - Copy of transcripts
  5. Master's Degree - Copy of transcripts