Graduate School Support Specialist
Job Description
Posting Number
PG194371SPInternal Recruitment
NoWorking Title
Graduate School Support SpecialistAnticipated Hiring Range
Commensurate with Experience ($46,000-$48,961)Work Schedule
Monday through Friday, 8am - 5pmJob Location
Raleigh, NCDepartment
040101 - Graduate School-Dean's OfficeAbout the Department
NC State has given students the opportunity to earn advanced degrees for over 125 years. Graduate instruction was first offered at NC State in 1893, with the first master’s degree conferred in 1894 and the first doctoral degree conferred in 1926. In the years since, the Graduate School has grown steadily and now supports advanced study and original research in the fields of agriculture and life sciences, design, education, engineering, natural resources, humanities and social sciences, management, physical and mathematical sciences, textiles, and veterinary medicine. In addition, there are many exciting interdisciplinary programs that cross traditional boundaries.
At the Graduate School, we are committed to transforming graduate education at NC State—to prepare our best and brightest students as true leaders ready to tackle the critical issues that challenge our state, nation, and world. The Graduate School of the future will prepare career-ready students with a true competitive edge through a new focus on professionally-oriented training designed for the real world.
For more information on the Graduate School, please visit grad.ncsu.edu.
Essential Job Duties
The primary purpose of the Graduate School Support Specialist is to provide administrative and operational support to Grad School staff for day to day and event operations of the Graduate School. This position reports directly to the Business Operations Manager and is part of a team of support specialists who provides administrative, financial, and operational support to the Graduate School staff.
Primary duties of the Graduate School Support Specialist include, but are not limited to the following:
Primary duties of the Graduate School Support Specialist include, but are not limited to the following:
- Meeting Support – scheduling meetings, workshops, and conferences with university administration, faculty, students, postdoctoral scholars and visitors. Coordinating catering (if needed) and room reservations. Preparing and assembling materials such as agendas, flyers, and other information for special events, meetings, and workshops.
- Assistance with entering information into and compiling data from Smartsheet for the Professional Development team regarding attendance, interest and evaluations associated with their programs, events and workshops.
- Event and Program Support – Proactive planning and execution of administrative and purchasing activities related to Graduate School events and programs with specific focus on Professional Development programs and events.
- Travel Support – coordinating travel arrangements for meetings, conferences, and Grad School visitors (making transportation and hotel arrangements, purchasing university temporary parking passes, completing registration forms, paying deposits and registration fees, packing and shipping materials).
- Inventory and Facilities Management – order, organize, maintain inventory, and surplus non-computer items including office supplies, recruiting and orientation swag items, marketing materials, and furniture. Entering and monitoring Facilities Work Requests.
- Financial Support – initiating small purchase vouchers, Marketplace orders, and travel reimbursements. Making purchases with a University Procurement Card.
- Additional assigned duties as requested by supervisor in support of Graduate School operations
Other Responsibilities
Other duties as assigned by Business Operations Manager
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
- Ability to multitask to meet critical deadlines and manage workflow in a timely manner.
- Possess excellent organizational and communication skills. Proactively communicate to plan for upcoming events and provide timely updates on event/program activities.
- Detail oriented and have a solid commitment to accuracy in all tasks.
- Able to self-monitor calendar deadlines, reminders, and ticklers and ensure adequate lead-times are maintained.
- Have a high level of computer competency, especially with spreadsheet, database, and word processing software (Google and Microsoft applications, Smartsheets, Canva)
Preferred Qualifications
- Ability to work independently and as part of a team to organize and support programs.
- Experience with event planning, public interfacing and project management.
- Related experience in a similar office setting.
Required License or Certification
N/A
Valid NC Driver's License required
NoCommercial Driver's License Required?
NoJob Open Date
12/02/2024Earliest 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.)
12/06/2024Notice to Applicants
Please note that the work history on your resume, must also be included in your application.
Special Instructions
Please upload resume/CV and contact information for three professional references.
Position Number
00100440Position Type
SHRAPosition Classification Band Title
Administrative Support SpecialistPosition Classification Band Level
JourneyPosition Classification Salary Range
$ 34,602 - $ 58,870Salary Grade Equivalency
GN06Alternate 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)
1.00Appointment
12 Month RecurringMandatory Designation - Adverse Weather
Non Mandatory - Adverse WeatherMandatory Designation - Emergency Events
Non Mandatory - Emergency EventTime Limited Position
NoDepartment Id
040101 - Graduate School-Dean's OfficeAA/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 Equal Opportunity.
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.
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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