New

Administrative Support Specialist

North Carolina State University

$ 34,602 - $ 58,870

United States, North Carolina, Raleigh

Apr 19, 2025

Job Posting Information

Posting Number	PG194553SP
Internal Recruitment	Yes
Working Title	Administrative Support Specialist
Anticipated Hiring Range	$48,000 - $55,000
Work Schedule	Monday - Friday, 8am-5pm; hours may vary depending on business needs
Job Location	Raleigh, North Carolina
Department
About the Department	The Poole College of Management actively engages with industry and academia to create an innovative and collaborative intellectual environment that fosters learning, scholarship, and service. We're deeply rooted in NC State's history as a university that excels at science, technology, engineering, and math. Our college's diverse student body - over 4,000 students - hails from across North Carolina, the United States, and the world. Our faculty are thought leaders and field-tested experts with enduring ties to the world of business. Poole College of Management has four academic departments: Accounting, Business Management, Economics, and Management, Innovation, and Entrepreneurship. We offer bachelor's degrees in accounting, business administration, economics; master's degrees in accounting, business administration ( MBA), economics, management (including specialized degrees); as well as a doctoral degree in economics. Among our non-degree programs, we offer Executive Education and graduate certificates. The college houses six initiatives fostering research, learning, and corporate engagement: Business Analytics Initiative, Business Sustainability Collaborative, Enterprise Risk Management Initiative, Entrepreneurship Clinic, Entrepreneurship Collaborative, and Supply Chain Resource Cooperative. The college is fully accredited by the AACSB. To learn more about our College, visit: https://poole.ncsu.edu
Essential Job Duties	This is an internal posting for current *NC State permanent and temporary employees* , and candidates with RIF priority. The Administrative Support Specialist plays a crucial role in the smooth operation of the Poole College of Management's Dean's Office, providing comprehensive support to both the Dean's Office and six Department Heads. Reporting directly to the Dean's Office Executive Assistant, this role is responsible for a wide range of administrative tasks, including front desk management, event coordination, and financial administration. Key Responsibilities: Front Desk Operations & Customer Service: Serve as the primary point of contact for the Dean's Office, greeting and assisting visitors with professionalism and courtesy. Offer administrative support to the Dean's Office and various academic departments as required. Deliver exceptional customer service to students, faculty, staff, and guests, ensuring their needs are met promptly. Manage incoming communications, including phone calls, emails, and mail, prioritizing and directing inquiries to the appropriate individuals or departments. Track and follow up on issues to ensure timely resolution. Administrative Support: Provide high-level administrative assistance to the Associate Dean for Academic Programs, as well as supporting six Department Heads. Manage and organize the Associate Dean for Academic Programs' schedule, including preparing agendas and documents that may require background research and data compilation. Ensure that assignments and projects are completed on time with appropriate follow-up. Conduct regular inventory audits and manage the ordering of office and event supplies for various departments. Maintain and organize files and documents systematically to support efficient access and use. Assist the Dean's Executive Assistant with special projects, meeting coordination, minute-taking, and event planning. Support financial compliance by assisting with check deposits and managing logs for audit purposes. Campus Event Management: Coordinate logistics for campus events, including contracting with vendors for space rentals, catering, transportation, and technology needs. Handle room reservations both on and off-campus to facilitate meetings and events. Manage catering orders and coordinate technology support to ensure seamless event execution. Prepare gifts for external partners and arrange parking passes for campus visitors. Maintain and update the Poole Events Center calendars, including meeting agendas and minutes. Oversee logistics for campus visits, including search processes and interview arrangements. Purchasing and Procurement: Oversee general office financial activities, including purchase card transactions, reconciliations, and processing reimbursements for travel and personal expenses. Manage parking permits and office supply orders to ensure all financial transactions are accurately tracked and reported. Be a vital part of the Poole College of Management, where your administrative expertise will support the college's mission and operations. You'll work in a collaborative environment, with opportunities for professional growth and the chance to contribute to meaningful projects and events.
Other Responsibilities	Other duties as assigned.

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	Strong written and verbal communication skills with the ability to communicate, in written and oral form, detailed and technical program information guidelines to various audiences. Demonstrated experience with Microsoft Office Suite (Excel, Word), Google Workspace or similar office products software. Demonstrated strong customer service experience with the ability to provide problem resolutions. Ability to interact, present, and provide guidance to a variety of visitors and students. Demonstrated advanced administrative skills with a high level of professionalism and ability to exercise judgment in a variety of situations.
Preferred Qualifications	Bachelors Degree or equivalency and one year of related office experience; or equivalent combination of training and experience.
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	04/18/2025
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.)	04/25/2025
Notice to Applicants	*Please note that the work history on your resume, must also be included in your application.*
Special Instructions	Please include your resume, cover letter and contact information for three professional references.

Position Details

Position Number	00065131
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	200101 - Dean's Office - Poole College Of Management
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.