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University Program Specialist

North Carolina Central University

Administration

Posted on Mar 13, 2025

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University Program Specialist

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button.

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Due to the volume of applications received for vacancies at NCCU, we are unable to provide information regarding the status of your application over the telephone. It is not necessary to contact us to check the status of your application. Please log into the NCCU Applicant portal to find the status of your application. Questions about Faculty postings should be directed to the ARMO Office by email to: Academic_Resource_Management_Office@nccu.edu.

Upon the closing date, applications are “Under Review” and will be screened by Employment Office for the most qualified applicants. If you are selected for an interview you will be contacted.

SHRA postings require a completed application, resumes will not be accepted in lieu of a completed application.

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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 or those seeking National Guard Preference must attach as NG23A 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 Central 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.

Employee Benefits available to NCCU permanent employees include the following and more:

Accrued Vacation and Sick Leave
Community Service Leave
NC State – Health Benefits
NCFlex – Vision, Dental, Flexible Spending Account, Life Insurance and more
11-12 Paid Holidays
Teachers and State Employees Retirement System (TSERS)
Optional Supplemental Plans – 401k, 403b, 457b and 457
Employee Assistance Program (EAP)
Campus Recreation Center Discount
University Bookstore Discount and more.

Posting Details

Position Information

Position/Classification Title	University Program Specialist
Working Title	University Program Specialist
Competency Level	Journey
Position Number	100993
Salary Grade Equivalent
FLSA	Non-Exempt
Appointment Type	Permanent - Full Time
FTE	1 = 40 hours/week, 12 months
If time limited, duration date
Department Hiring Range	$36,381- $59,571
EEO-1 Category	Administrative Support Workers
SOC Code	13-1199 - Business Operations Specialists, All Other

Position Overview

Be an Eagle - Where Purpose Takes Flight!	Are you ready to make an impact? At North Carolina Central University (NCCU), we are more than an institution—we are a community rooted in a legacy of excellence and transformation. A historically Black university located in Durham, North Carolina, also known as ‘The City of Medicine,’ NCCU has been a cornerstone of education since 1910, fostering innovation and progress. Join our team and enjoy a comprehensive benefits package and exclusive perks designed to support your work-life balance. At NCCU, your professional growth will be nurtured, and your contributions will help shape the future for our students and the community we serve. Become part of a legacy that drives change and achievement. An opportunity awaits you at NCCU, where your purpose can take flight. Visit NCCU.edu.
Primary Function of Organizational Unit	The Facilities Operations Department reports directly to the Associate Vice Chancellor for Facilities Management and is responsible for the planning, repair, renovation and maintenance of all NCCU Facilities.
Primary Purpose of Position	The primary purpose of this position is to provide support to leadership of the business operations within the department. Key responsibilities include assisting with budgets with a focus on financial projections and fiscal planning and auxiliary enterprises, and ensuring compliance with university policies and processing purchase request and invoices. This position also assist with work order coordination, inventory control fiduciary responsibilities, securing information for university chargebacks and billing, and the university event planning program. Additionally, the role involves contributing to the development and implementation of the departmental strategic plan to support the overall goals and objectives of the university.
Required Knowledge, Skills, and Abilities	Knowledge of Financial policies and procedures and the ability to interpret and apply laws and policies. Ability to communicate effectively both orally and in writing with all staff levels and respond to budgetary concerns. Ability to compile large amounts of data and use that data to prepare trend analyses and reports. Pro-active approach to work, to determine and identify potential issues before they arise, and to offer solutions. Good numerical, analytical, and problem-solving skills. Ability to exercise good judgment and discretion, especially concerning sensitive or confidential information. Excellent computer skills and experience using spreadsheets, charting, and other software tools such as Microsoft Word, Excel, PowerPoint, and Outlook. Ability to build, populate, and maintain complex spreadsheets. Demonstrated ability to synthesize facts and insights into concrete, actionable recommendations. Ability to work in a high-paced, fluid environment, providing accurate information frequently on short timelines.
Minimum Education/Experience	Bachelor’s degree and one year of experience related to the area of assignment; or and equivalent combination of training and experience. At least three years of communications, marketing, and/or development experience (preferred, but not required). All degrees must be received from appropriately accredited institutions.
Licenses or Certification required by Statute or Regulation	NA
Equal Opportunity Employer	North Carolina Central University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or status as a protected veteran.
Work Hours	Monday - Friday 8:00 am - 5:00 pm
Position required to work during periods of adverse weather or other emergencies	No
Campus Security Authority Designated Position	No

Key Responsibilities and Related Competencies

Required Competency

Knowledge - Professional

Duties

Assist the Department Head in the daily management and administration of all aspects of departmental operations.

Professional knowledge, skills, and abilities include:

Extensive knowledge of professional fiscal theory, techniques, practices, and procedures, knowledge of generally accepted accounting principles, and skill in applying this knowledge.
Assess and apply thorough knowledge of the reliability of systems and internal controls. Identify problems and change requirements.
May research and recommend software changes.
Knowledge of applicable information technology to perform work independently; specifically, Banner 9, PeopleAdmin, Eagle Purch, and Asset Essentials.
Ability to ensure integrity of information systems, internal controls, and data, including recommending modifications as required.
Ability to apply updated information technology to facilitate program goals and program procedures.
Must have an understanding of the institution as well as a knowledge of processes and procedures for higher education.

Required Competency

Program/Project Administration

Duties

Under the supervision of the Facilities Management Budget Director provide comprehensive, advanced administrative advice on a wide range of complex issues involving program management for budget, work control administration, fiduciary duties as it relates to inventory, and all University chargebacks.

Advise users, customers, and clients on policies & procedures, and make them aware of all requirements for said programs.
Communicate with students, faculty, and staff to keep them abreast of program changes, regulations, schedules, and deadlines.
In addition, coach staff on University/Departmental policies & regulations and ensure compliance in all areas.
Manage financial support for the 1910 Booking system as it relates to Facilities Management Matters. Assist staff in addressing administrative problems and maintaining employee work plans for the respective area.
Submit reports from work order and inventory management systems and analyze data, provide analytics from data received, and share out strategies for areas of improvement.
Clearly and concisely convey information orally or in writing to individuals or groups to ensure that they understand the information and the message.
Listen and respond appropriately to others using the appropriate media, e.g. e-mail, presentations, etc.
Manage the integrity of customer data in systems, and any information submitted electronically and/or through regular mail (e.g., event applications, payment information, etc.).

Additional Knowledge to include:

Experience working in an academic environment with pressures (personal/social/cultural) encountered by students at a major research university. Seek sources and opportunities for training and growth.
Submit payment information requests.
Ability to work with each department in the development, tracking, and providing historical data. Identify and address quality improvement issues for fiscal services for the department.
Identify spending trends for the work unit.
Develop various reports often of moderate complexity.
Abide by fiscal rules and regulations.
Must be trained and skilled in staff management and organizational development.
Assist in the development of long and short-term fiscal planning.
Ensure effectiveness and efficiency.

Required Competency

Program Administration

Duties

Ability to communicate information to individuals or groups; deliver presentations suited to the characteristics and needs of the audience.
Mentor, coach, and manage the total competencies of staff in multiple organizational units including budget management, work order and inventory control management, and University event planning.
Seek sources and opportunities for employee training and growth. Assist with the management of program and staff resources.
Submit payment information requests.
Involve employees in strategic planning and implementation and in the development of policies and procedures.
Identify and address quality monitoring and performance improvement issues for fiscal services for the diverse programs or areas of responsibility.
Coach and facilitate the enhancement of employee competencies as appropriate to the needs of the work unit.
Manage resources effectively to provide for employee training and growth and to meet the operational goals and objectives.
Address quality monitoring and performance improvement issues for the fiscal programs
that fall under the area of responsibility.
Review and approve work findings/written reports often of moderate complexity.
Ensure that fiscal rules and regulations are interpreted correctly.
Must be trained and skilled in staff management and organizational development.
Ensure long and short-term fiscal planning for staff and operations to ensure effectiveness and efficiency.
Communicate major and/or complex situations and actions internal and external to the organization.
Document and report more complex or unique issues and effectively articulate written conclusions.
Develop and maintain professional working relationships in complex and/or difficult situations to achieve organizational goals.
Must be able to communicate processes and procedures to all stakeholders, coworkers, supervisors, customers, and vendors as required.

Required Competency

Decision Making & Problem Solving

Duties

Remain flexible to meet constantly changing and sometimes opposing demands.
Ability to transition from old to new programs at the unit level.
Participate in the development and implementation of goals and objectives as it relates to the Strategic Plan.
Must have the ability to concentrate on process improvement even if it does not support individual opinions or philosophy and the ability to work through complex work situations.
Resolve unusual problems. Implement a response to a situation based on the interpretation of local, state, and federal regulations and standards.
Ensure implementation of Follow program policy and procedure and changes for areas of responsibility.
Analyze moderately complex situations, recommend solutions and options, and alert leadership of impact on programs.
Recommend modifications to program policy and procedures to minimize risk.
Provide review with staff and regularly update per departmental and strategic goals and objectives.

Required Competency

Consulting/Advising

Duties

Plan and monitor the use of expenditures to meet organizational objectives and compliance; prepare budget documents and reports.
Allocate resources, plan procurement, and oversee budgets and contracts to ensure fiscal stability of the organization.
Perform budgetary responsibilities for the State, Discretionary, Trust, and Center Accounts, Contracts, Industry, and In-Kind budgets.
Conduct fiscal management on a day-to-day basis, yearly closeouts, and financial reporting.
P-Card Reconciler for the department. Divisional level approver on all financial transactions for the Department.
Assist with long-term Departmental planning; prepare/draft responses to all departmental financial inquiries; prepare and submit all reports, including but not limited to Fiscal year-end close-outs, cost-share commitment reports, budget revisions, etc. as requested by the University.
Plan and monitor the use of expenditures to meet organizational objectives and compliance; prepare budget documents and reports.
Demonstrate a proficient level of professional skill and/or knowledge in business operations or accounting and financial forecasting.
Allocate resources, plan procurement, and oversee budgets and contracts to ensure fiscal stability of the Department.
Considerable knowledge of professional fiscal theory, techniques, practices, and
procedures; fiscal area of assignment and skills in applying this knowledge in a review.
This knowledge should be on different levels – Department, University, State of NC. General knowledge of state and federal rules and regulations governing the fiscal program.
General knowledge of agency/university practices, procedures, and principles.
Manage and improve business processes and operations by ensuring continuity, and integration of policies and procedures with the organization’s mission and strategic planning.
Knowledge of Cost Accounting Standards, University Trust Fund, and Spending guidelines, policies, and procedures.
PeIform budgetary responsibilities for but not limited to, the State, Trust, In-Kind, and Auxiliary account budgets.
Knowledge of accounting, budgeting, and inventory practices is required as well as advising senior management on all financial matters relating to the organization.
Establishing and maintaining all financial and accounting systems for utilities including charge-backs; overseeing planning, coordinating, and supervising the preparation of the personnel, operations, and utility budget.
Ensure that all expenditures are legal, which helps the institution focus on its highest priorities – emphasizing effectiveness and efficiency.
Prepare a balanced budget and manage the annual budget process to implement institutional priorities, develop an institutional plan, take into account departmental priorities for the department, provide economic outlooks, and conduct monthly expenditure meetings for the department.
Provide support services for the following: budgeting, accounting, contract administration, purchasing, human resources, internal auditing, manage insurance and risk.

Posting Detail Information

Posting Number	SPA01412P
Open Date	03/12/2025
Close Date	03/19/2025
Special Instructions to Applicants	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 or those seeking National Guard Preference must attach as NG23A 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 Central 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. Employee Benefits available to NCCU permanent employees include the following and more: Accrued Vacation and Sick Leave Community Service Leave NC State – Health Benefits NCFlex – Vision, Dental, Flexible Spending Account, Life Insurance and more 11-12 Paid Holidays Teachers and State Employees Retirement System (TSERS) Optional Supplemental Plans – 401k, 403b, 457b and 457 Employee Assistance Program (EAP) Campus Recreation Center Discount University Bookstore Discount and more.

Applicant Documents

Required Documents

Resume/CV
Cover Letter
Unofficial Transcripts (official required from selected candidate)
List of References

Optional Documents

DD-214 (Veterans Only)
NGB23A or NGB22/DD256 (National Guard Only)

Supplemental Questions

Required fields are indicated with an asterisk (*).

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