Administrative Assistant

North Carolina State University; North Carolina; On-site; USD 53,000 - 58,000; Full time

Benefits offered by this job

Medical, Dental, Vision

Retirement Programs

Paid Time Off

Tuition Assistance

Job summary

NC State University’s Facilities Division in Raleigh, NC seeks an Administrative Assistant to support the Business Operations team, coordinating meetings, events, space reservations, and guest arrangements. The role emphasizes teamwork, communication, and process improvement, with duties ranging from calendar management to document preparation and reporting using various systems.

Qualified candidates will have a high school diploma and at least one year of related office experience; WordPress

Qualifications

• High School Diploma or equivalency and one year of related office experience or equivalent combination of training and experience.
• Knowledge of WordPress and website content management.
• Ability to interpret policies, guidelines, and procedures.
• Experience developing and maintaining Standard Operating Procedures (SOPs) and delivering training.
• Strong organizational, problem-solving, and project coordination skills.

Responsibilities

• Coordinate and manage complex schedules and calendars for the department and division.
• Draft memorandums, create spreadsheets, schedule meetings, and maintain records.
• Maintain databases and produce high-level reports and presentations.
• Coordinate travel arrangements and processing of separation paperwork.
• Develop and maintain procedures for tracking remote work activities.
• Serve as a communications representative by developing SOPs and providing in-person training.
• Maintain the Facilities website using WordPress and distribute important updates.
• Provide administrative support for recruitment processes and supply management.

Skills

WordPress

SOP development

Training delivery

Policy interpretation

Organizational skills

Education

High School Diploma or GED

Tools

WordPress

Job description

Posting Details

Job Posting Information

Posting Number PG195181SP

Internal Recruitment No

Working Title Administrative Assistant

Anticipated Hiring Range $53,000 - $58,000

Work Schedule M-F, 8:00 a.m. - 5:00 p.m.

Job Location Raleigh, NC

Department Facilities Business Operations

About The Department

NC State University Facilities Division is home to nearly 900 professionals who plan, build and maintain the spaces that foster an environment where innovation, learning, and community thrive. Through this work, we help create spaces that empower students, faculty, and staff to reach their full potential. Operating year-round, we manage more than 16.7 million gross square feet of built space and oversee 4,733 acres of campus infrastructure through a series of core departments, each composed of multiple specialized units:

• Design & Construction
• Business Operations
• Campus Operations and Maintenance
• Campus Planning and Strategic Investment

Whether responding to a maintenance request, shaping future facilities or creating spaces that inspire discovery, our team is grounded in excellence, service and stewardship.

Join the pack and become part of one of the largest and most respected employers in the state, helping shape the future of our campus community. Take a look below to see what we offer!

Wolfpack Perks And Benefits

As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone.

What we offer:

• Medical , Dental , and Vision
• Flexible Spending Account
• Retirement Programs
• Disability Plans
• Life Insurance
• Accident Plan
• Paid Time Off and Other Leave Programs
• 12 Holidays Each Year
• Tuition and Academic Assistance
• And so much more!

Attain Work-life balance with our Childcare benefits, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community.

Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.

Essential Job Duties

Join NC State University’s Facilities Division as an Administrative Assistant on our Business Operations team and play an important role in keeping day-to-day operations organized, efficient, and connected. In this position, you’ll provide comprehensive administrative support, assist with special projects for the Assistant Vice Chancellor, and work closely with campus partners to coordinate meetings, events, catering, space reservations, and guest arrangements.

Beyond administrative support, you’ll help foster a positive, collaborative workplace culture built on teamwork, emotional intelligence, integrity, kindness, and strong working relationships. This is a great opportunity for an organized, proactive professional who enjoys supporting others, solving problems, coordinating details, and making a meaningful contribution to a team that supports the university’s facilities and operations.

Key Responsibilities and Duties

• Coordinate and manage complex schedules and calendars for both the department and division, ensuring seamless communication and time management
• Draft and prepare memorandums, create detailed spreadsheets, schedule meetings, and maintain essential records for the team
• Maintain and update databases and spreadsheets for special projects assigned by the Assistant Vice Chancellor, conducting in-depth research, reconciling data from multiple systems such as Interscope and other project management tools, and producing both standard and customized high‑level reports and presentations
• Coordinate travel arrangements and process necessary separation paperwork in a timely manner
• Assist in the development and lead the maintenance of procedures for tracking remote work, ensuring accuracy and consistency.
• Serve as a resource for resolving complex, non‑standard issues by coordinating with other work units, facilitating effective solutions, identifying and addressing internal issues that impact customer service and operational efficiency, and collaborating with departmental coordinators to establish standard processes and procedures to enhance overall efficiency.
• Interpret guidelines and policies, respond to inquiries, and provide guidance on processes, services, and operations in non‑standard situations.
• Serve as a Facilities Division communications representative by developing and maintaining Standard Operating Procedures and delivering in‑person training to departments.
• Maintain and update the Facilities website using WordPress, ensuring content is accurate, current, and timely, and develop and distribute communications to keep employees informed of important updates and information.
• Provide comprehensive technical and administrative support for Business Operations by initiating job postings, scheduling interviews, preparing hiring proposals, and processing separation paperwork to ensure a smooth recruitment process
• Manage supply orders and maintain the supply closet, tracking inventory using AiM and the Capital Asset Management System to ensure accuracy.

Other Responsibilities

• Work closely with other departmental administrative assistants to completed other duties and projects as assigned with the scope of work.

Qualifications

Minimum Experience/Education

High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Preferred Qualifications

• Knowledge of WordPress and website content management, with the ability to maintain accurate and timely web content.
• Ability to interpret policies, guidelines, and procedures and provide guidance in non‑standard situations.
• Experience developing and maintaining Standard Operating Procedures (SOPs) and delivering training to individuals or groups.
• Strong organizational, problem‑solving, and project coordination skills, with the ability to manage multiple priorities and deadlines.

Required License Or Certification

N/A

Valid NC Driver's License required No

Commercial Driver's License Required? No

Position Details

Position Number 00050404

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 NC10

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

Department Id 447010 - Facilities Business Operations

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 919‑513‑0574 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 (919) 515‑2135 or [e-mail].

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.

This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for current or future sponsorship.