Administrative Assistant

Administrative AssistantThis position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for current or future sponsorship.Posting DetailsWorking Title - Administrative AssistantAnticipated Hiring Range - $53,000 - $58,000Work Schedule - M-F, 8:00 a.m. - 5:00 p.m.Job Location - Raleigh, NCDepartment - Facilities Business OperationsAbout the Department - The NC State University Facilities Division is home to nearly 900 professionals who plan, build and maintain the spaces that foster an environment where innovation, learning, and community thrive. Through this work, we help create spaces that empower students, faculty, and staff to reach their full potential. Operating year-round, we manage more than 16.7 million gross square feet of built space and oversee 4,733 acres of campus infrastructure through a series of core departments, each composed of multiple specialized units: Design & Construction Business Operations Campus Operations and Maintenance Campus Planning and Strategic Investment Whether responding to a maintenance request, shaping future facilities or creating spaces that inspire discovery, our team is grounded in excellence, service and stewardship. Join the pack and become part of one of the largest and most respected employers in the state, helping shape the future of our campus community. Take a look below to see what we offer!Wolfpack Perks and Benefits - As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone. What we offer: Medical, Dental, and Vision Flexible Spending Account Retirement Programs Disability Plans Life Insurance Accident Plan Paid Time Off and Other Leave Programs 12 Holidays Each Year Tuition and Academic Assistance And so much more! Attain work-life balance with our Childcare benefits, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community. Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.Essential Job DutiesJoin NC State University's Facilities Division as an Administrative Assistant on our Business Operations team and play an important role in keeping day-to-day operations organized, efficient, and connected. In this position, you'll provide comprehensive administrative support, assist with special projects for the Assistant Vice Chancellor, and work closely with campus partners to coordinate meetings, events, catering, space reservations, and guest arrangements. Beyond administrative support, you'll help foster a positive, collaborative workplace culture built on teamwork, emotional intelligence, integrity, kindness, and strong working relationships. This is a great opportunity for an organized, proactive professional who enjoys supporting others, solving problems, coordinating details, and making a meaningful contribution to a team that supports the university's facilities and operations. If you're ready to bring your organizational skills, professionalism, and collaborative spirit to NC State's Facilities Division, we invite you to apply today! Key responsibilities and duties include, but are not limited to:Coordinate and manage complex schedules and calendars for both the department and division, ensuring seamless communication and time managementDraft and prepare memorandums, create detailed spreadsheets, schedule meetings, and maintain essential records for the teamMaintain and update databases and spreadsheets for special projects assigned by the Assistant Vice Chancellor, conducting in-depth research, reconciling data from multiple systems such as Interscope and other project management tools, and producing both standard and customized high-level reports and presentationsCoordinate travel arrangements and process necessary separation paperwork in a timely mannerAssist in the development and lead the maintenance of procedures for tracking remote work, ensuring accuracy and consistencyServe as a resource for resolving complex, non-standard issues by coordinating with other work units, facilitating effective solutions, identifying and addressing internal issues that impact customer service and operational efficiency, and collaborating with departmental coordinators to establish standard processes and procedures to enhance overall efficiencyInterpret guidelines and policies, respond to inquiries, and provide guidance on processes, services, and operations in non-standard situationsServe as a Facilities Division communications representative by developing and maintaining Standard Operating Procedures and delivering in-person training to departmentsMaintain and update the Facilities website using WordPress, ensuring content is accurate, current, and timely, and develop and distribute communications to keep employees informed of important updates and informationProvide comprehensive technical and administrative support for Business Operations by initiating job postings, scheduling interviews, preparing hiring proposals, and processing separation paperwork to ensure a smooth recruitment processManage supply orders and maintain the supply closet, tracking inventory using AiM and the Capital Asset Management System to ensure accuracyOther ResponsibilitiesWork closely with other departmental administrative assistants to complete other duties and projects as assigned with the scope of work.QualificationsMinimum Experience/Education - High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.Preferred Qualifications - Knowledge of WordPress and website content management, with the ability to maintain accurate and timely web content. Ability to interpret policies, guidelines, and procedures and provide guidance in non-standard situations. Experience developing and maintaining Standard Operating Procedures (SOPs) and delivering training to individuals or groups. Strong organizational, problem-solving, and project coordination skills, with the ability to manage multiple priorities and deadlines.Required License or Certification - N/AValid NC Driver's License required - NoCommercial Driver's License Required? - NoRecruitment Dates and Special InstructionsJob Open Date - 08/25/2026Earliest 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.) - 08/31/2026Notice 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 at least three professional references.Position DetailsPosition Number - 00050404Position Type - SHRAPosition Classification Band Title - Administrative Support SpecialistPosition Classification Band Level - AdvancedPosition Classification Salary Range - $ 34,602 - $ 58,870Salary Grade Equivalency - NC10Alternate 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) - 1.00Appointment - 12 Month RecurringMandatory Designation - Adverse Weather - Non Mandatory - Adverse WeatherMandatory Designation - Emergency Events - Non Mandatory - Emergency EventTime Limited Position - NoTime-Limited Appointment Length (if applicable)Department Id - 447010 - Facilities Business OperationsEEO - 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 View phone number on click.appcast.io 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 View phone number on click.appcast.io or View email address on click.appcast.io. 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.