Administrative Support Associate

Administrative Support Associate

The Administrative Support Associate (30 hours a week) plays a critical role in supporting the daily operations and overall effectiveness of the STEM Education unit within the College of Education. This position provides administrative, operational, and clerical support to the Department Head, Director of Graduate Programs, program coordinators, faculty, staff, and students, ensuring the seamless execution of departmental functions and initiatives. The role is essential to maintaining efficient office operations, coordinating communications, supporting key administrative processes, and ensuring the timely completion of departmental activities and university requirements. Responsibilities include managing complex scheduling and communications, supporting student hire and personnel-related processes, coordinating meetings and events, maintaining departmental records and reporting systems, and assisting with a variety of operational and programmatic needs.

Key Responsibilities:

• Administrative Support: Manage incoming and outgoing correspondence, including emails, phone calls, and mail, while ensuring timely and professional communication with internal and external stakeholders.
• Coordinate and schedule appointments, meetings, and events, including calendar management, logistics, and meeting support as needed.
• Maintain, organize, and manage both physical and electronic records, files, and documentation to ensure accuracy, accessibility, and confidentiality.
• Provide administrative support to the Department Head, Associate Department Head, program coordinators, faculty, and staff to ensure efficient departmental operations.
• Assist in organizing events, meetings, and conferences, including logistics and coordination.
• Manage inventory and ordering of office supplies, instructional materials, recruitment materials, and other program-related items to support daily operations and departmental needs.
• Monitor departmental administrative processes and assist in maintaining efficient office workflows and operational continuity.
• Serve as administrative support for departmental initiatives, projects, and search committee activities, as needed.
• Event Coordination: Coordinate and support departmental events, workshops, meetings, conferences, and special programs.
• Manage event logistics, including scheduling, room reservations, catering, travel coordination, materials preparation, and communication with attendees.
• Collaborate with faculty, staff, and university partners to ensure the successful execution of departmental and college-sponsored events.
• Track event timelines, deadlines, and budgets while ensuring compliance with university policies and procedures.
• Data Management: Perform data entry and ensure the accuracy of information in various databases.
• Maintain confidentiality and integrity of sensitive information.
• Generate reports and compile data for departmental use.
• Maintain and update departmental workbooks, tracking systems, and university platforms to ensure accurate and timely records management.
• Communication and Coordination: Act as a point of contact for internal and external stakeholders.
• Facilitate effective communication within the department and with other university offices.
• Provide professional and timely customer service to faculty, staff, students, and visitors while supporting the overall mission and operations of the department.
• Coordinate and manage the scheduling of undergraduate courses, including collaboration with faculty, academic leadership, and university offices to ensure accurate course offerings and alignment with program needs.
• Submit undergraduate student hire requests, including Work Study and PEP student hires.
• Enter and maintain student hiring actions and related data within departmental workbooks and tracking systems to ensure accuracy and timely processing.
• Partner with HR and Graduate Services Coordinators to support the student hiring process.

Other Responsibilities: Perform other duties as assigned by the Department Head or college leadership in support of departmental and college operations.

Note: This position requires an on-campus presence to effectively perform the essential duties of the role. Employees must reside within a commutable distance and report to campus regularly to support operational and business needs. This position is 30 hours a week.

Qualifications

Minimum Experience/Education - High School Diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

Preferred Qualifications - Previous experience in an administrative or clerical role is advantageous. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office software. Strong organizational and multitasking skills. Excellent written and verbal communication skills. Detail-oriented with the ability to manage multiple tasks efficiently.

Required License or Certification - N/A

Valid NC Driver's License required - No

Commercial Driver's License Required? - No

Recruitment Dates and Special Instructions

Job Open Date - 06/29/2026

Earliest 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.) - 07/03/2026

Notice to Applicants - Please make sure that the work history you list on your application is identical to the work history listed on your resume. The application must be filled out completely, do not use the phrase "see resume".

Special Instructions - Please include as attachments a resume/CV, cover letter, and contact information for at least 3 professional references.

Position Details

Position Number - 00112149

Position Type - SHRA

Position Classification Band Title - Administrative Support Associate

Position Classification Band Level - Advanced

Position Classification Salary Range - $ 33,540 - $ 54,455

Salary Grade Equivalency - NC03

Alternate 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) - 0.75 (30 hours a week)

Appointment - 12 Month Recurring

Mandatory Designation - Adverse Weather - Non Mandatory - Adverse Weather

Mandatory Designation - Emergency Events - Non Mandatory - Emergency Event

Time Limited Position - No

Time-Limited Appointment Length (if applicable)

Department Id - 131301 - Sci, Tech, Engr & Math (STEM)

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.