Department Administrative Support

Department Administrative Support

Company: North Carolina State University

Job Location: Raleigh, NC

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: 141901 - Computer Science Engineering

Location: Raleigh, NC

Essential Job Duties:

Department Administrative Support: The Heart of Computer Science

Do you thrive in a bustling, professional environment and excel at setting a positive, welcoming tone? The Department of Computer Science, a large and complex unit in the College of Engineering at NC State University, is seeking a highly organized and engaging individual to serve as our Department Administrative Support Contact.

This role is the face of our department, serving as the primary point of contact for our esteemed faculty, dedicated staff, brilliant students, and external visitors. If you are a proactive problem-solver with a passion for providing top-tier service, we invite you to be the administrative "go-to person" in one of the nation's largest Computer Science departments. If you are eager to take on a highly visible and vital administrative role that directly contributes to the success of our premier academic department, we encourage you to apply!

You will be instrumental in ensuring the smooth daily operation of our department through a variety of high-impact tasks.

Administrative & Welcoming Hub:

• Front-Line Ambassador: Warmly welcome and provide proactive, positive assistance to all faculty, staff, students, and visitors.
• Communication Gateway: Efficiently manage all incoming calls, messages, mail and deliveries, ensuring timely and appropriate response. Send notification to faculty and staff upon orders/deliveries being received in the office and maintain a log when picked up.
• Meeting Support: Attend monthly faculty/staff meetings to meticulously record notes, prepare them for the Department Head to review and distribute them to faculty.
• Correspondence: Assist with various typing and word processing projects, including accreditation materials, and general correspondence.

Academic & Logistics Coordinator

• Textbook Liaison: Serve as the crucial textbook coordinator, managing the entire process from sending notification for requests to faculty upon receipt of the course schedule to inputting the final data into the bookstore's database.
• Room Scheduling Expert: Work closely with faculty and staff to manage and reserve conference rooms in EBII, and act as a liaison with Registration and Records to secure other rooms across buildings as needed.
• Graduation Preparation: Compile information from various departmental programs to prepare the diploma graduation brochure for the Fall and Spring ceremonies.

Operational Management

• Supply Management: Maintain essential departmental supplies, managing inventory to maintain minimum/maximum stock levels and placing orders through the Marketplace.
• Equipment Readiness: Ensure all copiers and printers are consistently filled with paper, proactively troubleshoot paper jams, and call for service when required.
• Faculty Support: Produce necessary copies for faculty with a twenty-four-hour notice.
• Facilities Contact : Serve as the contact for building maintenance/facilities to report and handle repairs, heating, and cooling issues when the building liaison is absent.
• General Duties: Handle additional duties as assigned to support the department's mission.

Other Work/Responsibilities:
Additional duties as assigned.

Required Qualifications:

• Technical Proficiency: Proficient use of Microsoft Excel and Word.
• Organizational Mastery: Excellent time management skills and a proven ability to multitask effectively in a fast-paced environment.
• Communication: Exceptional verbal and written communication skills with the ability to interact effectively with individuals from diverse backgrounds.

Preferred Qualifications:

• 3-5 years of administrative experience.

Required license or certification:
N/A

Position Number: 14KMZ2025-02

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