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Department: 496001 - University Controller
Location: Raleigh, NC
Essential Job Duties:
As the Office Assistant, you will serve as the primary point of contact and front desk administrator for the University Controller's Office. Reporting to the University Controller, you will provide customer service, coordinate office communications and scheduling, and support administrative operations across the office's sections.
Key Responsibilities
Front Desk and Communications
- Greet and assist visitors, manage visitor sign-ins, issue guest passes, and notify staff of appointments.
- Manage multi-line phone communications and primary office email accounts, routing inquiries to appropriate staff and subject matter experts.
- Maintain a professional front lobby and coordinate meeting and scheduling requests.
- Manage conference room reservations and maintain the office master calendar.
- Coordinate campus facility service requests and work orders.
- Receive, log, sort, and distribute incoming mail, checks, invoices, and deliveries; prepare outgoing mail and express packages.
- Scan, copy, file confidential financial documents, and archive records according to university retention policies.
- Monitor office supply inventory and submit replenishment orders as needed
- Assist with the intake, tracking, and processing of surplus equipment, furniture, and IT assets according to university guidelines..
- Assist with the secure intake and preliminary logging of incoming payments, checks, and sensitive documentation in accordance with established internal controls.
- Follow safety regulations and Controller's Office procedures for secure pickups.
Work schedule and location: Monday - Friday, 8:00 am - 5:00 pm (This position is not eligible for a flexible work arrangement to include hybrid remote work).
Other Work/Responsibilities:
In addition to the core responsibilities of this role, there may be occasional opportunities to take on additional duties. This offers an opportunity to build on your skills, explore new areas, and gain a deeper understanding of the department's operations.
Minimum Experience/Education:
High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
Required Qualifications:
- Understanding of departmental and front desk operational workflows and desktop guide procedures.
- Detail-oriented logging, tracking, and filing of sensitive checks and mail records.
Preferred Qualifications:
- Associate degree in business administration, office management, or a related field.
- Familiarity with Microsoft Office Suite, including Word, Excel, Outlook, and Teams, and campus administrative software or enterprise systems such as Banner, Workday, or PeopleSoft.
- Verbal and written communication skills, customer service skills, and conflict-resolution skills.
- Ability to handle sensitive financial records, student account data, and confidential personnel information with discretion.
- Attention to detail, time-management skills, and ability to manage multiple tasks in a busy office setting.
Required license or certification:
None
Position Number: 00044143
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.