Administrative Support Specialist
Job Description
Posting Number
PG194305SPInternal Recruitment
NoWorking Title
Administrative Support SpecialistAnticipated Hiring Range
$48,000 - $55,000Work Schedule
Monday – Friday, 8am-5pm; hours may vary depending on business needsJob Location
Raleigh, North CarolinaAbout 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
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
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:
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:
- 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.
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
- Previous experience supporting multiple units.
Required License or Certification
N/A
Valid NC Driver's License required
NoCommercial Driver's License Required?
NoJob Open Date
10/24/2024Earliest 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.)
10/30/2024Notice to Applicants
Please note that the work history on your resume, must also be included in your application.
Special Instructions
Please include a resume, cover letter and contact information for three professional references.
Position Number
00065131Position Type
SHRAPosition Classification Band Title
Administrative Support SpecialistPosition Classification Band Level
AdvancedPosition Classification Salary Range
$ 34,602 - $ 58,870Salary Grade Equivalency
GN08Alternate 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)
1.0Appointment
12 Month RecurringMandatory Designation - Adverse Weather
Non Mandatory - Adverse WeatherMandatory Designation - Emergency Events
Non Mandatory - Emergency EventTime Limited Position
NoDepartment Id
200101 - Dean's Office-college Of ManagAA/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.
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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