Administrative Assistant

Administrative Assistant

We are seeking a skilled and proactive Administrative Assistant to join our Business Operations team. Reporting directly to the Senior Operations & Projects Coordinator, 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 include managing catering orders, space reservations, and guest confirmations.

• 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 or the Senior Operations & Projects Coordinator; conduct in-depth research, reconcile data from multiple systems such as Interscope, and produce high-level reports and presentations.
• Coordinate travel arrangements and process necessary separation paperwork in a timely manner.
• Assist in development and 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; also serve 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 Word Press, ensuring timely edits and accurate information, and develop and distribute communications to notify the department of important updates.
• 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, maintain the supply closet, and track inventory using AiM and the Capital Asset Management System to ensure accuracy.
• Communicate effectively with supervisors, coworkers, and the general public, and follow verbal and written instructions related to work assignments and operational needs.

• Work with other departmental administrative assistants on assigned duties and projects.
• Perform tasks and responsibilities that may be assigned based on the needs of the organization and evolving priorities.

• High School Diploma or equivalent and one year of related office experience; or equivalent combination of training and experience.
• Critical thinking skills to research, record, and analyze information to address issues/concerns and to develop solutions.
• Understanding and ability to interpret organization’s policies and procedures.
• Proficiency in Asset Works, AiM, Wolfpack Reporting System, and People Admin.
• Valid NC Driver’s License required.

Position Number: . Position Type: SHRA. Position Classification:
Administrative Support Specialist. Salary Range: $34,602 - $58,870. Salary Grade: NC10. FTE: 1.0. Appointment: 12 Month Recurring.

NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact  to speak with a representative of the Office of Equal Opportunity.

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.