Administrative Support Specialist for the College of Education

Administrative Support Specialist Location: Raleigh, NC Department: College of Education Work Schedule: Monday – Friday, 8:00 AM – 5:00 PM Salary Range: $48,000 – $51,500 About the Department As one of the nation's top‑ranked colleges of education, NC State’s College of Education leads the way in preparing extraordinary educators, conducting transformational research, and engaging communities to improve educational outcomes of all learners. Wolfpack Perks and Benefits 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! Essential Job Duties Executive and Administrative Support for CED Leadership Provide direct, high‑level administrative support to the Assistant Dean, including complex calendar management, prioritizing the Assistant Dean’s time and commitments, and scheduling internal and external meetings efficiently. Manage and coordinate the Assistant Dean’s travel arrangements including pre‑travel planning, travel authorizations, and reimbursements. Serve as an administrative liaison between the Assistant Dean and external stakeholders in professional education, accreditation partners, university leadership, and across the college academic and administrative units. Coordinate, plan, and support special events, meetings, trainings, accreditation activities, and initiatives hosted by the Assistant Dean for Professional Education and Accreditation. Compile, research, reconcile, and organize information, data, and supporting documentation for reports, presentations, accreditation materials, and operational initiatives. Draft, edit, proofread, and manage correspondence, reports, presentations, meeting agendas, minutes, and other complex written materials requiring attention to detail, accuracy, formatting, and confidentiality. Coordinate meeting logistics including scheduling, room reservations, technology needs, catering, materials preparation, and communication with participants. Maintain and organize records, files, and operational documentation in compliance with university procedures and records management practices. Monitor and assist with operational follow‑up items, deadlines, and workflow coordination related to accreditation and professional education initiatives. Support institutional and program accreditation efforts through coordination of materials, maintenance of records, scheduling, and assistance with reporting and compliance processes. Provide backup administrative support for field experience and licensure functions, including responding to student and K‑12 school inquiries, assisting with records management, and supporting operational continuity. Administrative and Operational Support for College Leadership Co‑manage college office day‑to‑day operations including shipping and receiving, managing departmental mail, and maintaining college break room/cafe. Coordinate and support special events, projects, operational initiatives, and administrative functions for the Associate Dean for Research and Innovation and Assistant Dean for Operations. Provide advanced administrative and operational support for college‑wide initiatives, operational planning efforts, and strategic projects. Assist with administrative, operational, and research‑related projects involving data collection, information management, reporting, and coordination across multiple stakeholders. Independently resolve routine and non‑routine administrative and operational issues using university policies, procedures, and established practices while escalating complex matters as appropriate. Interpret and communicate college and university operational procedures, processes, and administrative requirements to faculty, staff, students, and external partners. Serve as a resource to faculty and staff regarding administrative procedures, scheduling processes, operational workflows, and Dean’s Office practices. Coordinate and support operational activities requiring collaboration with other college and university units to ensure efficient workflow, communication, and service delivery. Perform additional duties and special projects as assigned to support evolving operational and strategic needs of the college. Provide administrative support related to college‑level searches, as needed, including interview scheduling, travel arrangements, meeting coordination and candidate communications. Provide backup administrative support to the Dean’s Office, including calendar coordination, event logistics, communications, and operational support during peak periods or staff absences. Provide operational and administrative support for college‑level programs and initiatives, including travel support, mentor funding coordination, student awards, and special projects. Office Operations, Facilities, and Resource Coordination Coordinate and manage ordering, inventory, tracking, and distribution of college and Office of Professional Education office supplies, instructional materials, recruitment materials, and operational resources to support efficient daily operations. Monitor office operational needs and proactively identify opportunities to improve administrative processes, workflow efficiency, customer service, and office functionality. Oversee scheduling, coordination, and utilization of college facilities and multiple shared spaces, including CTI conference rooms and meeting areas, ensuring efficient space usage and support for meetings, events, trainings, and programming. Coordinate room scheduling logistics, technology requests, event support needs, and communication related to facility usage and operational activities. Manage reservation, scheduling, and coordination of shared college resources, including vehicle transportation and other operational resources, ensuring compliance with university policies and appropriate resource allocation. Maintain operational records, scheduling systems, calendars, and tracking documentation related to facilities, shared resources, and administrative operations. Utilize university systems, office technologies, databases, scheduling platforms, and software applications to manage records and inventory, communications, reporting, and operational processes efficiently. Assist in maintaining a professional, organized, welcoming, and customer‑focused office environment that supports the mission and operations of the College of Education. Customer Service, Communication, and Dean’s Office Support Serve as part of the Dean’s Office front‑facing administrative support team and provide high‑level customer service to faculty, staff, students, visitors, and external stakeholders. Respond to in‑person, phone, and electronic inquiries by interpreting policies, procedures, and operational information and directing individuals to appropriate resources when necessary for resolution. Exercise professionalism, discretion, and sound judgment when handling sensitive, confidential, or complex communications and situations. Support front office coverage and operational continuity through participation in a rotating administrative support schedule. Facilitate effective communication and coordination between leadership, faculty, staff, students, and external partners. Assist with onboarding logistics, office coordination activities, administrative communications, and other operational support functions as assigned. This position is open for current NC State Employees only, permanent or temporary. Other Responsibilities Perform additional office and operational duties as assigned by the Dean’s Suite. Qualifications Minimum Experience and Education High School Diploma or equivalency and one year of related office experience, or an equivalent combination of training and experience. Preferred Qualifications Experience working within university administrative operations and navigating complex organizational structures and processes. Proficiency utilizing NC State administrative systems, including MyPack Portal, PeopleSoft HR, Financials, and Student Information Systems. Experience coordinating accreditation activities, compliance‑related processes, or large‑scale administrative initiatives within higher education. Experience managing complex scheduling, event coordination, records management, and operational projects involving multiple stakeholders. Demonstrated ability to utilize technology and enterprise systems to support administrative efficiency, reporting, resource coordination, and information management. Required License or Certification: N/A Valid NC Driver’s License required: Yes Equal Opportunity Employment 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. 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. #J-18808-Ljbffr North Carolina State University