Administrative Support Specialist

Posting Details Classification Information Position/Classification Title Administrative Support Spec Classification Type SHRA Position required to work during periods of adverse weather orother emergencies: N - Not Mandatory Minimum Experience/Education High School Diploma or equivalency and one year of related officeexperience; or equivalent combination of training andexperience. Preferred Years Experience, Skills, Training,Education Associates degree, demonstrated possession of the competenciesnecessary to perform the work. Must be able to work with integrity,a high degree of customer service, professionalism, confidentialityand flexibility. Must be able to handle multiple task. Demonstratedability and experience working autonomously. Demonstrated abilityto quickly learn and become highly proficient with computerprograms and systems. Excellent organizational and time managementskills; effective verbal, written, electronic communication skills,ability and willingness to work effectively with various campus,county and state program units. Position Overview Primary Purpose of Position This position provides high-level administrative support to theChair of Electrical & Computer Engineering ( ECEN ) Departmentin interacting with the public and in assisting students, faculty,staff and alumni with department services and operations. (S)heoversees and administers activities of the department’sadministrative office including support for academic activities;management; front line reception; communications for thedepartment; office operations; and administrative support to thedepartment chair for day-to-day activities. This position serves as the front office specialist for ECENstudent and Department services, management of office tracking thestudent progress, and coordinating the communication betweenstudents and department, interacting with public and other externalstakeholders. This position also develops, implements, and monitorsprocedures and systems that provide productive and efficientoperations while ensuring the department follows university andcollege administrative policies and procedures. This position requires knowledge of program policies, proceduresand information systems in order to communicate and processinformation. The range of duties includes, but is not limited to,verifying data, report writing, summarizing and reconcilinginformation, records management, travel claims review andprocessing, data collection and analysis, research, inventory,personnel administration and fund collection or expenditures. Theposition requires flexibility and responsiveness to undertake otherduties as assigned by the departmental Chair. Primary Function of Organizational Unit The College of Engineering at North Carolina Agricultural andTechnical State University invites applications and nominations forthis key leadership position. North Carolina A&T StateUniversity is a public land grant university that enrolls over14,000 students. The College of Engineering, with over 2,500 students, has EAC ABET-accredited undergraduate programs in Architectural,Bioengineering, Biological, Civil, Chemical, Computer, Electrical,Industrial, and Mechanical Engineering, as well as a CAC ABET-accredited program in Computer Science. At the Graduate level, theCollege has 8 Masters of Science Degree programs, and 5 Doctoralprograms. Additional information about the College and theUniversity can be found at The Department of Electrical and Computer Engineering is one of thelargest departments in the College of Engineering. The fourprograms are a BS in electrical engineering, a BS in computerengineering, an MS in electrical engineering, and a Ph.D. inelectrical engineering. There are 18 faculty members in thedepartment. Additional information can be foundat Work Hours 8am 5pm Monday-Friday Is this position eligible for a remote or hybrid workarrangement, consistent with university and statepolicies. On-site (Employees are primarily in the office and/or have acritical job requirement that requires dedicated office spaceon-site) Key Responsibilities and Related Competencies Required Competency Communication and Teamwork Duties Effectively communicates in writing and displays editing skills,experience with proofreading, and explaining information to diversepopulations. On a daily basis. effectively communicates orally andin written form with visitors, students, board members, faculty,staff (on and off campus), and provides support based on needs.Independently provides direct information regarding inquiries aboutthe department programs & activities in a professional manner,and interacts with the public in general (i.e., UniversityAdministrators, Deans, Assistant and Associate Deans, CoEChairpersons, Faculty and Staff, and other stakeholders, includingSalary Administration. Human Resources, Contracts and Grants,Division of Research. Develop activities to encourage effective working relationshipswithin the department and with stakeholders. Effectively advisesstudents on academic and administrative questions. Interacts inperson and responds to written inquiries via email and communicateswith students regarding deadlines, status, and otherstudent-related services. Other communication-related activities include event planning,phone call/visitor/email routing, bulletin board, mailbox, studentforms, and department appearance oversight. Looks for improvementin departmental operations in terms of efficiency and effectivenessand performs work with minimal (zero) error rate. Adapts to changesin the work environment. Knowledge of the following: ePAF(Electronic Personnel Action Form); Aggie Mart, Chrome River, theonline travel process to submit pre-approval travel authorization,expense reports, and reconcile expense reports. Greets officevisitors in a friendly and courteous manner and providesinformation as requested. Independently assimilates, composes, andorganizes ideas logically, in multiple formats such as letters,memos, reports, or presentations, and changes/adjusts style to meetthe needs of the ECEN Department Chair to use in a variety ofsettings (i.e., publications, website, etc.). Reviews sensitivematerials and edits content constructively. Required Competency Problem Solving Duties Provides high-quality customer service as the front officeoperations lead, interacting with students, faculty, staff,industry, and alumni..Understands the needs of students, thedepartment, and recognizes how quality service impacts interactionswithin the College and University. Provides undergraduate studentsupport by working closely with the advisors, chair, and programsupports. Trained on Banner (for accessing student records,overrides, and registration of courses), AggiesNav, and DegreeWorksfor needed tasks. Answering basic curriculum and course questions,coordinating learning objective surveys using Qualtrics, hostingprospective student visits, maintaining, printing, and distributingpromotional material, coordinating and arranging high schoolvisits, preparing digital material, and data entering and managingfiles for each faculty advising student, ordering textbook andother supplies; and managing workshops and student chapter eventreservations.Works with the business manager on purchasing andaccounting activities (Aggie Mart and Banner Finance), assists inhosting industrial and academic visitors, and supports the Chair’srequests in terms of any tasks/projects assigned, such as assessingand resolving operational and logistical challenges that may impactdepartmental efficiency. This role involves proactive problem-solving, such as anticipatingscheduling conflicts, addressing communication gaps, andtroubleshooting minor technical or procedural issues. These issuesmay require streamlining administrative workflows, optimizingdocument management, and responding to unanticipated requests orurgent tasks in a timely manner. Effective problem-solving in thisrole requires adaptability, resourcefulness, and the ability toimplement practical solutions that enhance the department’s overallfunctionality. Applies judgment for problem resolutions based ondelegated authority from a supervisor.Provides assistance in thedepartment for faculty business and administration related totravel, watermark, purchases, and processing documents related tostudent travel, student organization purchases, andemployment. Required Competency Program Knowledge/Records Administration Duties Apply knowledge of the departmental curriculum and operations.Office operations and records administration for student successand to encourage effective working relationships with and amongstudents, parents, faculty, staff, and other external entities suchas industrial partners and the alumni. Coordinate with the Dean’soffice as needed for student, staff, and faculty services. Applies knowledge of written program policies and procedures thataffect operations. Applies knowledge of organizational structure,functions, services, programs, office procedures, and practices.Provides instruction and guidance on routine processes on a regular basis. Advise staff and faculty on university policies on a regular basis. Maintains detailed calendars and records; manages logisticsassociated with the delivery of program activities andsupplies. Provides high-quality customer service as the front officeoperations lead, interacting with students and faculty by searchingairline schedules, making hotel reservations, submittingpre-approval travel authorizations, expense reports, andreconciling expense reports. Can effectively use mailing servicessuch as sorting, weighing, meters/stamps, and bands by length andgirth all outgoing mail according to US Postal regulations. Canprepare certified, express, and insured mail for mailing accordingto postal procedures. Can process ePAFs for GRA and UG students.Provides excellent documents, reports, proposals, and in-housepurchase requests. Can maintains electronic distribution lists ofME and updates electronic mail sent and retrieved, etc. Can operateE-Procurement via Aggie-Mart. Can maintains and filescorrespondences, records and schedules via OneDrive and/or hardcopies. Can coordinate and submit orders for business cards, nametags, stationery and envelopes for ECE .. Front office operations for service to students and department.Direct students to advisors. Direct telephone calls to faculty,staff, and student offices, and other offices on campus. Contactstudents to ensure their awareness of services available and campusresources. Work with the Chair and faculty to provide operationalexcellence in the department, advising and leadership inorganization of student records and services. Effectively answerstandard student questions on academic and administrativequestions, and refers non-standard questions to advisors orChair. Interact in person and respond to written inquiries via email tocommunicate with students regarding deadlines, status and otherspecific needs. Enable to use software for planning and archivingmeeting, activities, workflow and work requests. Required Competency Office Technology Duties Knowledge of the following: ePAF (Electronic Personnel ActionForm); Aggie Mart, Chrome River, the on-line travel process tosubmit pre-approval travel authorization, expense reports andreconcile expense reports. Trained on Banner (for accessing student records, override andregistration of courses), AggiesNav, and DegreeWorks for neededtasks Position Information Working Title Administrative Support Specialist Competency Level Advanced Position Number 002214 Recruitment Range $44,510-$54,590 FLSA Non-Exempt Appointment Type Permanent - Full-time FTE 40 hours/week, 12 months Organizational Division Electrical & Computer Engineering Organizational Location College of Engineering Organizational Unit Electrical & Computer Engineering Posting Detail Information Posting Number SHRA3244 Open Date 07/28/2026 Close Date 08/27/2026 North Carolina A&T State University participates in E-Verify. Federallaw requires all employers to verify the identity and employmenteligibility of all persons hired to work in the United States. North Carolina A&T State University is an Equal Opportunity andAffirmative 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, nationalorigin, sex, age, disabling condition, veteran status, politicalaffiliation, genetic information or sexual orientation and sexualidentity. Employee Benefits available to NC A & T permanent employees include the following and more: Accrued Vacation and Sick Leave for Eligible Employees Community Service Leave Aetna – State Health Benefits of North Carolina NCFlex – Vision, Dental, Flexible Spending Account, LifeInsurance and more 12 Paid Holidays Teachers and State Employees Retirement System ( TSERS ) Optional Supplemental Plans – 401k, 403b, 457b and 457 Employee Assistance Program ( EAP ) Campus Recreation Center Discount University Bookstore Discount This position may be eligible for a remote or hybrid workarrangement, consistent with university and state policies. N.C.A&T employees are generally required to reside in NorthCarolina, within a 2-hour commuting distance of their assigned dutystation. Quick Link: Supplemental Questions Please indicate how you learned of the vacant position forwhich you are applying. NCA&T Website UNC System Job Board Indeed.com NCA&T Employee Chronicle of Higher Education Inside Higher Ed Higher Education Recruitment Consortium Other_____________ If you selected "Other" please provide the name of theresource. Applicant Documents Required Documents Resume Optional Documents Cover Letter Letter of Reference 1 Letter of Reference 2 Letter of Reference 3 Certificate of Release or Discharge from Active Duty(DD-214) Other Document #J-18808-Ljbffr