"University Program Associate"

University Program Associate

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: 120101 - College of Design

Location: Raleigh, NC

Essential Job Duties:

The Program Associate plays a key role in supporting the academic and operational success of the Graphic Design and Industrial Design Department. This position partners closely with the department head to coordinate day-to-day administrative, academic, and programmatic functions, ensuring smooth operations across faculty, student, and departmental activities.

Working collaboratively within the School of Architecture (SoA) and the Departments of Media Arts, Design and Technology (MADTech), and Landscape Architecture and Environmental Planning (LAEP), this role also collaborates with and serves as a backup resource for Program Associates in SoA, MADTech, and LAEP, and maintains strong partnerships with centralized college offices, including student services, budget management, and advancement. The ideal candidate is a proactive problem solver who thrives in a fast-paced academic environment, communicates effectively with varied stakeholders, adapts to changing priorities, and contributes positively to a collaborative, service-oriented team culture.

Key Responsibilities

• Coordinate and implement administrative and programmatic processes for the Graphic Design and Industrial Design Department in alignment with college and university policies.
• Provide high-level administrative support to the department head, including strategic management and calendar management, workflow coordination, and proactive identification and resolution of operational issues.
• Support faculty and student processes such as hiring, course scheduling, academic calendars, travel, events, and academic record changes.
• Research, prepare, and maintain reports, meeting documentation, and records supporting accreditation, program assessment, faculty searches, and curricular initiatives.
• Manage departmental communications, serving as the primary point of contact for programmatic inquiries and ensuring accurate, timely information flow.
• Oversee administrative components of departmental budgets, including reconciliation, purchasing, financial tracking, and compliance with university procedures
• Collaborate closely with faculty, staff, college leadership, and university offices to support department goals and shared initiatives.

Other Work/Responsibilities:

• Actively participate in College of Design initiatives as a collaborative team member.
• Work both independently and as part of the administrative team supporting the four academic heads.
• Provide backup support to the Executive Assistant to the Dean as needed.
• Assist with reception coverage in the Dean's Office when required.
• Perform other duties as assigned.

Minimum Experience/Education:

Bachelor's degree; or an equivalent combination of training and experience.

All degrees must be received from appropriately accredited institutions.

Required Qualifications:

• Superior written and verbal communication skills with attention to detail.
• Demonstrated ability to work independently with strong organizational and analytical problem-solving capabilities while managing multiple priorities in a fast-paced environment
• Proven ability to interpret, effectively communicate, and apply policies and procedures while maintaining strict confidentiality.
• Proficiency in Google Workspace applications including Gmail and calendar management and Microsoft Office suite (particularly Word and Excel)
• Demonstrated proficiency in using university systems and platforms, including student portals and management tools (i.e. PeopleSoft or similar systems).
• Exceptional interpersonal skills to develop and maintain professional relationships with university-wide and college constituents.
• Demonstrated expertise in electronic and/or physical file management, including creating and maintaining efficient organizational systems, document version control, and securing archiving protocols for departmental records.

Preferred Qualifications:

• Demonstrated expertise in electronic and/or physical file management, including creating and maintaining efficient organizational systems, document version control, and securing archiving protocols for departmental records.
• Demonstrated ability to independently manage complex administrative operations, including scheduling, reporting, academic processes, and confidential records across multiple programs.
• Proven experience with budget and financial administration, including reconciliation, purchasing, projections, and compliance within institutional guidelines.
• Advanced proficiency with Google Workspace and Microsoft Office, along with experience using enterprise systems (e.g., PeopleSoft, MyPack Portal, or similar).
• Strong written, verbal, and interpersonal communication skills, with a track record of collaborating across departments, managing multiple priorities, and adapting to change.

Required license or certification: N/A

Position Number: 00109412

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.

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