Administrative Support Specialist

Position Overview This position will be responsible for a variety of administrative and professional functions, including assisting the director in communicating about the programs and priorities of the college; understanding the college’s programs and activities; resolving situations that arise based on significant knowledge of the college and director’s priorities; presenting ideas clearly and effectively in writing; demonstrating ability to independently research and draft letters, email blasts, social posts and other forms of communication; demonstrating ability to compile, assimilate, organize and analyze printed and electronic information; tabling and meeting the public at college events; processing and tracking purchase orders; scheduling and tracking state vehicle usage; processing travel and other expense reports; researching, ordering and delivering merchandise; and facilitating time reporting and leave requests. This position makes significant use of Constant Contact, Powerpoint, Canva, MS Word and Excel, in addition to other university platforms. Key Responsibilities and Related Competencies Knowledge – Program Applies knowledge of the programs and culture of the College of Agriculture and Environmental Sciences, and the university’s goals and objectives, to facilitate successful internal and external public relations events and timely marketing materials; Applies understanding of federal rules and regulations regarding events, communications deliverables, videos and podcasts, and assists in their production when asked; Assists in disseminating our digital newsletter and evaluating metrics; Assists in event management, tabling, merchandise dissemination, set-up and takedown; Meets the public while assisting the director at college and university events; Independently researches, interprets and summarizes information and applies knowledge from data research to grow our external communications and outreach efforts. Information / Records Administration Provides administrative support in tracking schedules, projects’ progress and deadlines to help ensure the on‑time delivery of all assignments; Provides single point of contact and records for SPA and EPA time reporting and leave requests, acting as proxy to director for leave and time reporting; Acts as single point of contact for all mailing requests for CAES publications, ensuring timely distribution of mailings and providing a high level of customer service support to all units; Coordinates and oversees (input, accuracy, and management) of CAES database files, especially those for print and electronic distribution of CAES publications, creating custom mailing lists as needed and helping to manage them; Coordinates and tracks quotes from vendors and purchase orders from College of Agriculture and Environmental Sciences units, ensuring timely payment of vendor invoices; Supports prompt bi‑monthly (SPA) and monthly (EPA) time and leave reporting; Develops and provides custom reports as requested: vehicle mileage usage and maintenance reports of Ag Comm assigned vehicles; travel reports/Conference participation; communications metrics from digital marketing and project management platforms; Promotes efficient operation of the department by providing administrative support, including meeting and vehicle scheduling, timesheet/leave reporting and processing, travel and training request and expense report processing. Communication – Verbal / Written Ability to present ideas clearly and effectively in written form; use correct grammar, organization, and structure; At the director’s request, can independently draft letters, memos, or reports to communicate the college’s decisions, ideas, and agenda; Facilitates the monthly digital newsletter CAES News; manages Constant Contact mailing lists; builds and sends other email communications through Constant Contact as directed; Facilitates production and distribution of major print projects: Solutions Magazine (annually), Re:search Magazine (annually), other projects as assigned; Demonstrates ability to interact with a variety of people in an effective and diplomatic manner; communicates expectations to other employees as human resources liaison, including training; advises employees on timesheet processes; Prioritizes and negotiates organizational needs regarding meetings, timeframes, and deadlines. Problem Solving Ability to work independently, as well as function successfully as part of a team; Detail‑oriented with the ability to multi‑task, meet deadlines, and work under pressure; Ability to identify and understand issues, problems, and opportunities; determine course of action; and develop appropriate solutions; Ability to analyze and resolve unusual and novel situations based on significant knowledge of organizational activities, administrator’s priorities, and delegated authority; Exercises independent judgment and understanding of the impact of the decisions on the administrators’ role and commitments; Ability to coordinate and facilitate solutions with internal and external organizations and constituents within delegated authority from the administrator. Office Technology Demonstrates knowledge of Constant Contact; Microsoft Word, Excel, PowerPoint; Zoom and social media platforms, including Facebook, Instagram and LinkedIn; Knowledge of Adobe Creative Cloud and the ability to support a livestream or podcast. Qualifications High School Diploma or equivalency and one year of related office experience, or equivalent combination of training and experience; Bachelor’s or technical degree and 3–5 years of office experience (preferred); Working knowledge of Constant Contact or a similar email marketing platform; Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint); Experience with Canva and Zoom (essential); Knowledge of Adobe Creative Cloud and Facebook livestreams (bonus). Position Information Title: Administrative Support Specialist Competency Level: Advanced Position Number: 009408 Recruitment Range: $42,500 – $45,824 FLSA: Non‑Exempt Appointment Type: Permanent – Full‑time FTE: 40 hours/month, 12 months Compensation Salary range: $42,500 to $45,824 per annum. Work Hours & Location Monday–Friday, 8:00 am – 5:00 pm. On‑site. Employees are primarily in the office and/or have a critical job requirement that requires dedicated office space on‑site. Benefits Accrued Vacation and Sick Leave for Eligible Employees Community Service Leave Aetna – State Health Benefits of North Carolina NCFlex – Vision, Dental, Flexible Spending Account, Life Insurance and more 12 Paid Holidays Teachers and State Employees Retirement System (TSERS) Optional Supplemental Plans – 401(k), 403(b), 457(b) and 457 Employee Assistance Program (EAP) Campus Recreation Center Discount University Bookstore Discount and more EEO Statement North Carolina A&T 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. North Carolina A&T State University is an Equal Opportunity and affirmative action employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity. #J-18808-Ljbffr