Administrative Support Assistant

North Carolina State University

$ 34,602 - $ 58,870

United States, North Carolina, Raleigh

Jan 24, 2025

Job Posting Information

Posting Number	PG194430SP
Internal Recruitment	No
Working Title	Administrative Support Assistant
Anticipated Hiring Range	Commensurate with Education and Experience ($45,700 - $53,400)
Work Schedule	Monday - Friday; 8:00 am - 5:00 pm
Job Location	Raleigh, NC
Department	College of Engineering Dean's Office
About the Department	With over 10,000 students and over 900 faculty and staff, the College of Engineering is the largest college at NC State and the University system and one of the most prestigious and largest Colleges of Engineering in the nation. It is comprised of nine academic departments which house eighteen (18) academic programs and over 28 research centers, institutes and laboratories. One of the departments is a joint department with UNC at Chapel Hill. The primary function of the College of Engineering at NC State is to provide its faculty and students with an environment through which they will conduct world-class research and be national and international leaders in education and outreach to the benefit of our state, nation and the world.
Essential Job Duties	The Administrative Assistant supports the Associate Dean of Research & Infrastructure and the Research Administration team, manages front office processes, and serves as the primary backup for the Executive Assistant to the Dean. This role ensures office coverage from 8 AM to 5 PM, Monday through Friday, and provides administrative support to the Dean in the Executive Assistant's absence. In this role, you will assist with supporting day-to-day operations. From handling important documents to assisting with meetings and events, you'll help keep the team running smoothly. Key Responsibilities include but are not limited to: Manage the Dean's and Associate Dean's signature file, reviewing, pre-approving, and submitting documents such as travel authorizations, reimbursements, and correspondence. Coordinate meetings for the College of Engineering Research Committee, including scheduling, preparing agendas, and taking meeting notes. Assist the Associate Dean of Research & Infrastructure with proposal requests, verifying eligibility requirements, and assembling proposal packets. Provide logistical support for events and activities led by the Director of Research Administration and the Research Administration team. Oversee conference room reservations and ensure meeting spaces are equipped, including AV readiness and catering setup when needed. Answer and screen incoming calls, prioritize messages, and direct inquiries appropriately while maintaining professionalism and confidentiality. Maintain office supplies, manage facilities requests, and keep common areas organized and well-stocked. Submit and track requests for signage, facilities work orders, key access, and IT/communications support for the Dean's Suite. We are looking for someone who is highly organized, proactive, and comfortable handling confidential information. If you enjoy juggling multiple priorities, working with a collaborative team, and supporting the mission of a prestigious college, then we encourage you to apply. You Belong Here! At NC State, our goal is for all employees to reach their fullest potential at work. As you consider this opportunity, we encourage you to review our Employee Value Proposition ( https://news.hr.ncsu.edu/you-belong-here/) and learn more about what makes NC State the best place to learn and work for everyone.
Other Responsibilities	Beyond the core responsibilities, you'll assist with the Dean's Executive Committee and staff, providing opportunities to enhance your skills, explore new areas, and deepen your understanding of department operations.

Qualifications

Minimum Experience/Education	High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
Other Required Qualifications	Proficient in Microsoft Office Suite, Adobe products, Google applications, and filing systems. Skilled in scheduling meetings, coordinating travel arrangements, and planning events. Experienced in phone systems, customer support, and engaging effectively with varied audiences. Strong communicator and attentive listener, capable of meaningful conversations with internal and external stakeholders. Able to work independently, multitask, and prioritize effectively.
Preferred Qualifications	Previous similar experience serving in an upper-level administrative support capacity, preferably in higher education. Knowledge of NC State University travel policies and procedures.
Required License or Certification	N/A
Valid NC Driver's License required	No
Commercial Driver's License Required?	No

Recruitment Dates and Special Instructions

Job Open Date	01/23/2025
Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.)	01/30/2025
Notice to Applicants	*Please note that the work history on your resume, must also be included in your application.*
Special Instructions	In addition to your application, please attach a resume, cover letter, and contact information for three professional references.

Position Details

Position Number	00065607
Position Type	SHRA
Position Classification Band Title	Administrative Support Specialist
Position Classification Band Level	Advanced
Position Classification Salary Range	$ 34,602 - $ 58,870
Salary Grade Equivalency	GN08
Alternate Option	If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Full Time Equivalent (FTE) (1.0 = 40 hours/week)	1.0
Appointment	12 Month Recurring
Mandatory Designation - Adverse Weather	Non Mandatory - Adverse Weather
Mandatory Designation - Emergency Events	Non Mandatory - Emergency Event
Time Limited Position	No
Time-Limited Appointment Length (if applicable)
Department Id	140101 - College Of Engineering - Dean's Office/Administration
AA/EEO	NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at 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.