Administrative Assistant

Posting Details Job Posting Information Posting Number PG195181SP Internal Recruitment No Working Title Administrative Assistant Anticipated Hiring Range $53,000 - $58,000 Work Schedule M-F, 8:00 a.m. - 5:00 p.m. Job Location Raleigh, NC Department Facilities Business Operations About The Department 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 Duties Join 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. Key Responsibilities and Duties Coordinate and manage complex schedules and calendars for both the department and division, ensuring seamless communication and time management Draft and prepare memorandums, create detailed spreadsheets, schedule meetings, and maintain essential records for the team Maintain 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 presentations Coordinate travel arrangements and process necessary separation paperwork in a timely manner Assist in the development and lead the maintenance of procedures for tracking remote work, ensuring accuracy and consistency. Serve 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 efficiency. Interpret guidelines and policies, respond to inquiries, and provide guidance on processes, services, and operations in non‑standard situations. Serve as a Facilities Division communications representative by developing and maintaining Standard Operating Procedures and delivering in‑person training to departments. Maintain 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 information. Provide 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 process Manage supply orders and maintain the supply closet, tracking inventory using AiM and the Capital Asset Management System to ensure accuracy. Other Responsibilities Work closely with other departmental administrative assistants to completed other duties and projects as assigned with the scope of work. Qualifications Minimum 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/A Valid NC Driver's License required No Commercial Driver's License Required? No Position Details Position Number 00050404 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 NC10 Full Time Equivalent (FTE) (1.0 = 40 hours/week) 1.00 Appointment 12 Month Recurring Mandatory Designation - Adverse Weather Non Mandatory - Adverse Weather Mandatory Designation - Emergency Events Non Mandatory - Emergency Event Time Limited Position No Department Id 447010 - Facilities Business Operations EEO 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. This 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. #J-18808-Ljbffr North Carolina State University