"Administrative Support and Budget Specialist"

Administrative Support and Budget Specialist

Company: North Carolina State University

Job Location: Raleigh, NC

Category: Executive Assistants

Type: Full-Time

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Department: 246101 - University College

Location: Raleigh, NC

Essential Job Duties:
This position serves as a member of the administrative support team for the Division of Academic and Student Affairs (DASA) and reports to the Senior Administrative and Planning Coordinator and provides support to the Senior Associate Dean of University College, the Associate Vice Chancellor/Associate Dean, and the Associate Dean for University College. Executive and administrative support staff execute a variety of administrative and organizational functions that help to support and coordinate, individually and/or collectively, the work of the Senior Leadership Team (vice chancellor and dean, university college deans, associate/assistant vice chancellors, and directors) and provide support in meeting the mission of the division in promoting the success of every student.

This position provides primary calendar and administrative support for the day-to-day work of the Senior Associate Dean (Snr AD) and Associate Vice Chancellor/Associate Dean (AVC/AD). This position also serves with other executive and administrative support staff in the shared responsibility of in-person and phone coverage of the Office of the Vice Chancellor and Dean, supporting the work of the Senior Leadership Team (SLT) and individual team members as needed, and facilitating general office and business functions.

• Schedule, coordinate, and manage meetings, travel, and other obligations that impact the Senior Associate Dean and AVC/AD's respective calendars and work week.
• Regularly review the Snr AD and AVC/AD's respective schedules to ensure appointments include locations and/or video-meeting links; track recurring meetings and appointments and ensure that they are routinely scheduled and not overlooked.
• Manage the respective schedules of the Snr AD and AVC/AD to allow time for management of other duties and obligations as leaders of the division and members of the Senior Leadership Team (SLT).
• Ensure the Snr AD and AVC/AD have the information and materials necessary for meetings, presentations, events, and other obligations.
• Budget oversight for assigned units and projects to include: preparing budget planning and review reports for leadership; reconcile projects and purchasing cards for units within respective portfolios of Snr AD and AVC/AD; process invoices, purchase orders, and contracts; maintain and order supplies and equipment; provide onboarding support for new unit directors, administrators, and staff; fulfill other general office management and administrative functions.
• Track recurring projects and deadlines to ensure that projects are completed, deadlines are met, and university obligations are fulfilled.
• Work closely and liaise with other executive and administrative support staff in the division to facilitate and support cross-unit projects, collaboration, and senior leadership co-working.
• Provide administrative support for committees, workgroups, events, and other Snr AD and AVC/AD projects as assigned.
• Updates website content using WordPress, reviews content for accuracy prior to publishing.
• Draft and/or proofread written and electronic correspondence on behalf of the Snr AD and AVC/AD as needed.
• Provide backup reception, clerical, and administrative support for units as needed.

Other Work/Responsibilities:
Other duties as assigned.

Minimum Experience/Education:
High School diploma or equivalency and three years of progressively responsible administrative/office management experience; or graduation with an associate's degree in Secretarial Science, Business Administration, or a related discipline and one year of progressively responsible administrative/office management experience; or bachelor's degree, preferably in Business Administration or a related discipline; or equivalent combination of training and experience.
All degrees must be received from appropriately accredited institutions.

Required Qualifications:
Experience coordinating complex scheduling and meeting management for executive and/or senior-level administrators. Experience using Google office suite is preferred. Team-oriented with problem-solving skills.

Preferred Qualifications:

• Experience working in a higher education environment
• Excellent communication and organization skills
• Ability to multitask and maintain detail focus
• Previous experience coordinating complex scheduling and meeting management for executive and/or senior-level administrators
• Experience using Google office suite

Required license or certification:
N/A

Position Number: 00043521

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.