AsiansInAcademia | Administrative Assistant at North Carolina State University in Raleigh, North Carolina, United States

Administrative Assistant

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North Carolina State University

Location: Raleigh, North Carolina
Category: Admin-Secretary and Administrative Assistants
Application Deadline:

Job Description

Posting Number

PG194234SP

Internal Recruitment

No

Working Title

Administrative Assistant

Anticipated Hiring Range

$50,000 - $53,000

Work Schedule

M-F, 8:00 a.m. - 5:00 p.m.

Job Location

Raleigh, NC

Department

Business Operations

About the Department

The North Carolina State University Facilities Division ensures that the campus’s physical environment supports the university’s mission 24 hours a day, 365 days a year. Our diverse team of approximately 900 dedicated professionals plans for current and future needs, builds high-impact facilities, and maintains the campus. Join one of the largest and best employers in the state and help shape the future of our campus community!

As a Pack member, you can enjoy exclusive perks designed to enhance your personal and professional well-being.

What we offer:

Essential Job Duties

We are looking for a skilled and proactive Administrative Assistant to join our Business Operations team. In this role, you will provide comprehensive administrative support to the department and assist with special projects for the Assistant Vice Chancellor. You will also collaborate with various campus partners to plan and execute events, which includes managing catering orders, space reservations, and guest confirmations. In addition to your administrative duties, you will play an active role in fostering a positive and supportive workplace culture. This includes promoting collaboration, emotional intelligence, teamwork, and integrity, contributing to an environment where kindness, competence, and honesty are valued and encouraged. If you are detail-oriented, organized, and passionate about creating a positive work environment, we’d love for you to apply!

Key responsibilities and duties include but not limited to:

Coordinate and manage complex schedules and calendars for both the department and division, ensuring seamless communication and time management
Draft and prepare memorandums, create detailed spreadsheets, schedule meetings, and maintain essential records for the team
Maintain and update databases and spreadsheets for special projects assigned by the Assistant Vice Chancellor, conducting in-depth research, reconciling data from multiple systems such as Interscope and other project management tools, and producing both standard and customized high-level reports and presentations
Coordinate travel arrangements and process necessary separation paperwork in a timely manner
Assist in the development and lead the maintenance of procedures for tracking remote work, ensuring accuracy and consistency.
Serve as a resource for resolving complex, non-standard issues by coordinating with other work units, facilitating effective solutions, identifying and addressing internal issues that impact customer service and operational efficiency, and collaborating with departmental coordinators to establish standard processes and procedures to enhance overall efficiency.
Interpret guidelines and policies, respond to inquiries, and provide advice on processes, services, and operations in non-standard situations, while also serving as the communication representative for the Facilities Division by developing and organizing Standard Operating Procedures and conducting in-person training for other departments
Update and maintain the Facilities website using WordPress, ensuring timely edits and accurate information and Develop and distribute communications to notify the department of important updates and information
Provide comprehensive technical and administrative support for Business Operations by initiating job postings, scheduling interviews, preparing hiring proposals, and processing separation paperwork to ensure a smooth recruitment process
Manage supply orders and maintain the supply closet, tracking inventory using AiM and the Capital Asset Management System to ensure accuracy

Other Responsibilities

Work with other departmental administrative assistants on assigned duties and projects
Perform other duties as assigned

Minimum Experience/Education

High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Other Required Qualifications

Effective oral and written communication skills
Proficiency with G-Suite (Google Docs, Google Calendar, Google Sheets, Google Forms), Microsoft
Office Suite (Word, Excel, PowerPoint), Adobe (Acrobat Pro, Reader), and WordPress
Ability to manage multiple priorities/tasks and organize work to meet deadlines

Preferred Qualifications

Critical thinking skills to research, record, and analyze information to address issues/concerns and to develop solutions
Understanding knowledge and ability to interpret organization’s policies and procedures
Proficiency in AssetWorks, AiM, Wolfpack Reporting System and PeopleAdmin

Required License or Certification

N/A

Valid NC Driver's License required

No

Commercial Driver's License Required?

No

Job Open Date

09/30/2024

Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.)

10/07/2024

Notice to Applicants

Please note that the work history on your resume must also be included in your application.

Special Instructions

Along with your completed application, please include a resume and cover letter.

Position Number

00050404

Position Type

SHRA

Position Classification Band Title

Administrative Support Specialist

Position Classification Band Level

Advanced

Position Classification Salary Range

$ 34,602 - $ 58,870

Salary Grade Equivalency

GN08

Alternate Option

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.

Full Time Equivalent (FTE) (1.0 = 40 hours/week)

1.00

Appointment

12 Month Recurring

Mandatory Designation - Adverse Weather

Non Mandatory - Adverse Weather

Mandatory Designation - Emergency Events

Non Mandatory - Emergency Event

Time Limited Position

No

Department Id

447010 - Business Operations

AA/EEO

NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at the Office of Institutional Equity and Diversity.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

NC 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.

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