Administrative Assistant

Administrative Assistant

Company:
North Carolina State University

Job Location:

Category:
Administrative Assistants

Type:
Full-Time

Join the Pack! A community with nearly 8,000 faculty and staff, and 30,000 students. NC State is one of the largest employers in North Carolina, offering a large range of career opportunities. Visit us at https://jobs.hr.ncsu.edu/.

Department: 447010 - Facilities Business Operations

Location: Raleigh, NC

Essential Job Duties:
We are looking for 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.

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 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 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 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
• Communicate effectively with supervisors, coworkers, and the general public, and follow verbal and written instructions related to work assignments and operational needs.

Other Work/Responsibilities:

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

Minimum Experience/Education:
High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

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

Position Number: 00050404