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:
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 website using WordPress, ensuring content is accurate, current, and timely, and develop and distribute communications to keep employees informed 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 Work/Responsibilities:
- Work closely with other departmental administrative assistants to completed other duties and projects as assigned with the scope of work.
Minimum Experience/Education:
High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
Required Qualifications:
- Communicate successfully in oral and written form.
- Proficiency with G-Suite (Google Docs, Good Calendar, Google Sheets, Google Forms), Microsoft Office Suite (Word, Excel, PowerPoint), Adobe (Acrobat Pro, Reader) and WordPress.
- Ability to manage multiple priorities/tasks and use good judgment in effectively and efficiently organizing work to meet established deadlines.
Preferred Qualifications:
- Knowledge of WordPress and website content management, with the ability to maintain accurate and timely web content.
- Ability to interpret policies, guidelines, and procedures and provide guidance in non-standard situations.
- Experience developing and maintaining Standard Operating Procedures (SOPs) and delivering training to individuals or groups.
- Strong organizational, problem-solving, and project coordination skills, with the ability to manage multiple priorities and deadlines.
Required license or certification:
N/A
Position Number: 00050404
AA/EEO Statement:
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 919-513-0574 to speak with a representative of 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.