Administrative Assistant

NC State University; Raleigh (NC); On-site; USD 53,000 - 58,000; Full time

Benefits offered by this job

Childcare benefits

Wellness & Recreation Membership

Wellness Programs

Job summary

NC State University’s Facilities Division is seeking an Administrative Assistant to provide comprehensive support to the Business Operations team. You’ll manage complex calendars, draft memorandums, maintain records, coordinate meetings and travel, and assist with special projects for the Assistant Vice Chancellor.

You’ll also help maintain the department’s website in WordPress, contribute to SOP development, and coordinate with campus partners to ensure smooth operations while upholding

Qualifications

• High School Diploma or equivalency and one year of related office experience, or equivalent combination of training and experience.
• Valid NC Driver's License required.
• Knowledge of WordPress and website content management is preferred.
• Ability to interpret policies, guidelines, and procedures and provide guidance in non-standard situations.

Responsibilities

• Coordinate and manage complex schedules and calendars for the department and division.
• Draft and prepare memorandums, create detailed spreadsheets, schedule meetings, and maintain essential records for the team.
• Maintain databases and spreadsheets for special projects using Interscope and other project management tools, and produce high-level reports.
• Coordinate travel arrangements and process separation paperwork in a timely manner.
• Develop and maintain procedures for tracking remote work and ensure accuracy and consistency.
• Serve as a facilities division communications representative by developing SOPs and delivering in-person training.
• Maintain the Facilities website using WordPress and keep content accurate and timely.
• Provide administrative support for recruitment processes, including job postings and interviews.
• Manage supply orders and inventory using AiM and the Capital Asset Management System.

Skills

Organizational skills

Problem solving

Project coordination

Education

High School Diploma

Tools

WordPress

AiM

Capital Asset Management System

Interscope

Job description

Please see Special Instructions for more details.

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.

Job Posting Information

Posting Number

Posting Number PG195181SP

Internal Recruitment

Internal Recruitment No

Working Title

Working Title Administrative Assistant

Anticipated Hiring Range

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

Work Schedule

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

Job Location

Department

Department Facilities Business Operations

About the Department

The 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.

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.

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 include, but are not limited to:

• 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

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

Valid NC Driver's License required No

Commercial Driver's License Required?

Commercial Driver's License Required? No

Recruitment Dates and Special Instructions

Job Open Date

Job Open Date 08/25/2026

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.)

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.) 08/31/2026

Notice to Applicants

Please note that the work history on your resume, must also be included in your application.

Position Number

Position Number 00050404

Position Type

Position Type SHRA

Position Classification Band Title

Position Classification Band Title Administrative Support Specialist

Position Classification Band Level

Position Classification Band Level Advanced

Position Classification Salary Range

Position Classification Salary Range $ 34,602 - $ 58,870

Salary Grade Equivalency

Salary Grade Equivalency NC10

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)

Full Time Equivalent (FTE) (1.0 = 40 hours/week) 1.00

Appointment

Appointment 12 Month Recurring

Mandatory Designation - Adverse Weather

Mandatory Designation - Adverse Weather Non Mandatory - Adverse Weather

Mandatory Designation - Emergency Events

Mandatory Designation - Emergency Events Non Mandatory - Emergency Event

Time Limited Position

Time Limited Position No

Time-Limited Appointment Length (if applicable)

Department Id

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 [phone] 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.

NC STATE UNIVERSITY
RALEIGH, NC 27695
PHONE: [phone]