Administrative Assistant

Administrative Assistant

The Poole College of Management Career Center is seeking a highly organized, customer-focused Administrative Support Associate to serve as the operational hub of our office. This position plays a vital role in delivering exceptional service to students, employers, faculty, staff, and campus partners while ensuring the efficient day-to-day operations of the Career Center. Reporting to the Associate Director of Employer Relations & Career Operations, the Administrative Support Associate provides comprehensive administrative, financial, and operational support to the Career Center team. This role oversees front desk operations, coordinates events and employer engagement activities, manages financial transactions and budgeting processes, and supervises a team of student employees. Success in this position requires excellent organizational skills, attention to detail, strong customer service abilities, and the capacity to manage multiple priorities in a fast-paced environment.

What You'll Do

• Office Operations & Customer Service
• Serve as the first point of contact for students, faculty, staff, employers, alumni, and campus visitors by providing professional and responsive customer service.
• Manage the daily operations of the Career Center front desk, including phone, email, and visitor support.
• Recruit, train, schedule, and supervise student employees to ensure consistent front desk coverage and exceptional customer service.
• Coordinate student appointments and assist with office scheduling.
• Maintain departmental calendars, meeting agendas, and meeting minutes.
• Develop, update, and maintain standard operating procedures and shared departmental resources.
• Assist with employer engagement activities, including posting opportunities in ePACK, scheduling employer events, and generating reports.
• Coordinate logistics for workshops, career fairs, employer visits, and other Career Center events.
• Arrange meeting spaces, catering, parking permits, technology, transportation, and vendor services.
• Maintain office, event, and technology supplies.
• Update Career Center website content as needed.
• Budget & Financial Administration
• Support the daily administration of the Career Center's annual operating budget.
• Track expenditures and maintain accurate financial records.
• Process invoices, payments, reimbursements, contracts, and vendor onboarding in collaboration with the Office of Business Services.
• Serve as the department Purchasing Card (P-Card) holder and reconcile monthly transactions.
• Prepare invoices and manage payments from employer partners for sponsorships, registrations, and other Career Center services.
• Support travel authorizations, reimbursements, and financial processing for faculty and staff participating in study abroad and international programs.
• Partner with Career Center leadership to monitor expenditures and ensure financial accuracy and compliance with university policies.

Other Responsibilities

• Support special projects and initiatives that advance the mission of the Career Center.
• Assist with continuous improvement of office processes and procedures.
• Perform other duties as assigned to support departmental operations.

Qualifications

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

Preferred Qualifications - Knowledge of NC State processesKnowledge of career series information management platforms (Symplicity, GradLeaders) is strongly preferredExperience with event planningExperience in Higher Education

Required License or Certification - N/A

Valid NC Driver's License required - No

Commercial Driver's License Required? - No