Position Number: 001893

Department: Div of Research (Adm)

Employment Type: Permanent - Full-time

Months Per Year: 12

Essential Duties and Responsibilities:

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.

Minimum Experience / Education:

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.

Preferred Education Skills and Experience:

• 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