Administrative Support Specialist

North Carolina State University, United States

Updated: 27 days ago
Location: Raleigh, NORTH CAROLINA
Deadline: ;

Posting Details
Job Posting Information


Posting Number PG193900SP
Internal Recruitment No
Working Title Administrative Support Specialist
Anticipated Hiring Range $45,834 - $47,667
Work Schedule Monday -Friday , 8:00 AM - 5 PM with Flexible Work Arrangements available after six months of successful employment.
Job Location Raleigh, NC
Department Small Projects
About the Department
North Carolina State University’s Facilities Division is a great place to work! Employees are afforded a professional and supportive environment that promotes a work-life balance and values their contributions to the overall mission of this prominent educational institution. Not only do employees experience clear expectations and set schedules, they enjoy a benefits package that prevails over many in the workforce, including a robust retirement program offering two options, tuition reimbursement and tuition waiver programs, and many community discounts that enhance living in the Raleigh area – click on link to review the entire benefits package: https://jobs.hr.ncsu.edu/benefits-and-perks/
NC State is the largest university in North Carolina and quite literally a city within the capital city of Raleigh. The 900-person strong Facilities Division serves the entire university community, its students, faculty, and staff and ensures that the campus physical environment supports the university’s mission. We provide safe, cost effective planning, design, construction and renovation, maintenance, custodial, landscape, solid waste removal, utility, mail, and motor pool services and are on call to support campus 24 hours a day, 365 days a year.
Construction Services serves as the project delivery unit for university informal construction as well as some informal design projects. Construction Services also serves to aid the triage and development of campus Facilities Modification Requests and to determine the most appropriate, effective and efficient project delivery method for those requests, as a major campus in the University of North Carolina system.
Essential Job Duties
This position will provide comprehensive administrative support functions for design and construction project managers in the Facilities Division.
The essential duties and responsibilities include, but are not limited to:
  • Understands and operates work management systems, such as AERES, and CMMS (AiM), as well as various document control systems, such as HelloSign among others.
  • Provides comprehensive administrative support for division functions such as, contractor pre-qualification and certification, Historically Underutilized Business (HUB) compliance, safety compliance and entry of project records into various non-university systems, such as Interscope.
  • HUB compliance is a significant part of the position to ensure state processes are followed and HUB goals achieved.
  • Provides data entry into a variety of supporting databases and works with others to assure consistency of documentation and reporting.
  • Creates and maintains accurate project records and files; and assist project managers, supervisors, and customers with all manner of facilities and project documentation, including schedules, budgets, compliance documentation, workload management, and plans and project records.
  • Possess a comprehensive knowledge of the use of client and web-based office software and technology including, but not limited to, spreadsheets, word processing, publishing, scheduling and virtual meeting.
  • Advises supervisors of scheduling opportunities and conflicts and collaborates and exercises discretion to ensure the work units coordinate well.
  • Applies a broad understanding of the University’s physical buildings and functional environment including technical knowledge about departmental processes, policies, and procedures in order to respond to inquiries.
  • Knowledgeable of business and management principles involved in planning, resource allocation, leadership techniques, and coordination of people and resources.
  • Provides customer service to faculty, staff, students and customers. Able to communicate clearly in person, by phone and all manner of virtual media.
  • Employs knowledge and discretion when needed to ensure the confidentiality of data.
Other Responsibilities
  • Other duties as assigned.

Qualifications


Minimum Experience/Education
High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
Other Required Qualifications
  • Must be proficient in Microsoft Word, Excel, and Power Point or similar programs.
  • Must have the ability to work independently and meet deadlines.
  • Excellent organizational skills.
  • Position must possess excellent verbal and written communications including proper telephone and e-mail etiquette.
  • Good interpersonal skills needed in working with staff/vendors/faculty.
  • Administrative/Office support experience.
Preferred Qualifications
  • Prefer an understanding of the University’s physical and functional environment.
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 03/20/2024
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.) 03/27/2024
Notice to Applicants
Please note that the work history on your resume, must also be included in your application.
Special Instructions
Please include a resume, cover letter and contact information for three professional references. 

Position Details


Position Number 00109745
Position Type SHRA
Position Classification Band Title Administrative Support Specialist
Position Classification Band Level Advanced
Position Classification Salary Range $ 34,602 - $ 58,870
Salary Grade Equivalency GN08
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) 1.00
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 442601 - Small Projects
AA/EEO
NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at the Office of Institutional Equity and Diversity.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or [email protected] .
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.

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