Administrative Assistant
Job Description
Posting Number
PG194234SPInternal Recruitment
NoWorking Title
Administrative AssistantAnticipated Hiring Range
$50,000 - $53,000Work Schedule
M-F, 8:00 a.m. - 5:00 p.m.Job Location
Raleigh, NCDepartment
Business OperationsAbout the Department
As a Pack member, you can enjoy exclusive perks designed to enhance your personal and professional well-being.
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!
Essential Job Duties
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
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
Valid NC Driver's License required
NoCommercial Driver's License Required?
NoJob Open Date
09/30/2024Earliest 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.)
10/07/2024Notice to Applicants
Special Instructions
Position Number
00050404Position Type
SHRAPosition Classification Band Title
Administrative Support SpecialistPosition Classification Band Level
AdvancedPosition Classification Salary Range
$ 34,602 - $ 58,870Salary Grade Equivalency
GN08Alternate Option
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
447010 - Business OperationsAA/EEO
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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