Administrative Assistant

Administrative Assistant

This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for current or future sponsorship.

Working Title
- Administrative Assistant

Anticipated Hiring Range - $53,000 - $58,000

Work Schedule - M-F, 8:00 a.m.

- 5:00 p.m.

Job Location
- Raleigh, NC

Department
- Facilities Business Operations

About the Department
- The NC State University Facilities Division is home to nearly 900 professionals who plan, build and maintain the spaces that foster an environment where innovation, learning, and community thrive. Through this work, we help create spaces that empower students, faculty, and staff to reach their full potential. Operating year-round, we manage more than 16.7 million gross square feet of built space and oversee 4,733 acres of campus infrastructure through a series of core departments, each composed of multiple specialized units:
Design & Construction Business Operations Campus Operations and Maintenance Campus Planning and Strategic Investment Whether responding to a maintenance request, shaping future facilities or creating spaces that inspire discovery, our team is grounded in excellence, service and stewardship. Join the pack and become part of one of the largest and most respected employers in the state, helping shape the future of our campus community.

Take a look below to see what we offer!

Wolfpack

Perks and Benefits
- As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone.

What we offer:

Medical, Dental, and Vision Flexible Spending Account Retirement Programs Disability Plans Life Insurance Accident Plan Paid Time Off and Other Leave Programs 12 Holidays Each Year Tuition and Academic Assistance And so much more! Attain work-life balance with our Childcare benefits, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community. Disclaimer:
Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.

Join NC State University's Facilities Division as an Administrative Assistant on our Business Operations team and play an important role in keeping day-to-day operations organized, efficient, and connected. In this position, you'll provide comprehensive administrative support, assist with special projects for the Assistant Vice Chancellor, and work closely with campus partners to coordinate meetings, events, catering, space reservations, and guest arrangements.

Beyond administrative support, you'll help foster a positive, collaborative workplace culture built on teamwork, emotional intelligence, integrity, kindness, and strong working relationships. This is a great opportunity for an organized, proactive professional who enjoys supporting others, solving problems, coordinating details, and making a meaningful contribution to a team that supports the university's facilities and operations. If you're ready to bring your organizational skills, professionalism, and collaborative spirit to NC State's Facilities Division, we invite you to apply today!

Key responsibilities and duties include, but are 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 guidance on processes, services, and operations in non-standard situations
• Serve as a Facilities Division communications representative by developing and maintaining Standard Operating Procedures and delivering in-person training to departments
• Maintain and update the Facilities…