Administrative Assistant

North Carolina State University; United States; On-site; USD 46,000 - 52,000; Full time

Benefits offered by this job

Medical, Dental, and Vision

Retirement Programs

Paid Time Off and Other Leave Programs

12 Holidays Each Year

Tuition and Academic Assistance

Job summary

North Carolina State University’s Physics and Astronomy Department seeks an Administrative Assistant to serve as the welcoming front-line hub, providing essential administrative support for daily department operations, events, and communications. The role supports faculty, staff, students, and visitors in a busy academic setting.

In this in-office position, you will coordinate meetings, travel, budgets, and content for departmental outreach, while maintaining facilities, assets, and digital

Qualifications

• High School Diploma or equivalent and one year of related office experience or equivalent
• Proficiency with Microsoft Office, Google Workspace, and spreadsheets for data, schedules and inventories
• Experience coordinating meetings, events, travel arrangements, or administrative projects with multiple stakeholders
• Knowledge of website content management systems and digital communications tools for outreach

Responsibilities

• Serve as the primary front-line contact for the department, welcoming visitors and supporting faculty, staff, and students
• Provide administrative support for departmental operations, including correspondence, scheduling, and on-site support
• Coordinate departmental events and activities, travel arrangements, and reimbursements
• Oversee facility and asset management, including inventories and liaison with housekeeping
• Maintain the department website and manage general inbox, social media and promotional content

Skills

Administrative support

Customer service

Multitasking

Communication

Education

High School Diploma or equivalent

Tools

Microsoft Office

Google Workspace

Spreadsheets

Job description

• Accident Plan

Posting Details

Job Posting Information

Posting Number

PG195204SP

Internal Recruitment

No

Working Title

Administrative Assistant

Anticipated Hiring Range

$46,000 - $52,000

Work Schedule

In Office/Onsite Monday - Friday, 8:00 a.m. - 5:00 p.m.

Job Location

Raleigh, NC

Department

Physics and Astronomy

About The Department

The Physics and Astronomy Department provides: (1) High quality instruction to the University community through courses; (2) educational opportunities for undergraduate and graduate students in physics through high quality curricula, faculty, and research facilities; (3) outreach programs that advance scientific knowledge. Our research programs cover a varied spectrum including astrophysics, general relativity, condensed matter theory and experiment, computational physics, biophysics, nanoscale science, physics education, experimental nuclear physics, particle and nuclear theory, experimental optics, and experimental atomic and molecular physics. The department enrolls approximately 120 graduate students and 140 undergraduate physics majors. The department size is approximately 57 faculty members. While working in this department, you will be expected to foster a supportive and welcoming environment. NC State promotes an integrated approach to problem solving that transforms lives and provides leadership for social, economic, and technological development across North Carolina and around the world. NC State’s land grant mission of teaching, research and service is dedicated to the service of North Carolina and its people. Applicants are encouraged to review the institution’s mission, vision and strategic plan, and consider how their background, interest and experience would enable them to support the university.

Wolfpack Perks And Benefits

• 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

Be the welcoming face and operational hub of the Department of Physics and Astronomy. As the Administrative Support Specialist, you will provide comprehensive administrative and programmatic support that keeps the department running smoothly while serving as the primary point of contact for faculty, staff, students, and visitors. You will play a key role by coordinating daily operations, supporting faculty, staff, and students, managing departmental communications, and delivering exceptional customer service that advances the department’s teaching, research, and outreach mission.

Key Responsibilities

Administrative Operations & Customer Service

• Serve as the primary front-line contact for the department by welcoming visitors, responding to phone and email inquiries, providing information on departmental policies and procedures, and supporting faculty, staff, and students.
• Provide administrative support for departmental operations, including composing correspondence, editing faculty documents, scheduling departmental spaces, coordinating thesis and preliminary examinations, and providing partial on-site support for Centennial faculty.

Program & Event Coordination

• Coordinate departmental events and activities, including weekly pizza talks, graduate teas, and other programmatic initiatives that support student and faculty engagement.
• Manage faculty and student travel arrangements, process reimbursements, coordinate textbooks with the University Bookstore, and provide administrative support for faculty teaching large service courses.

Financial, Facilities & Resource Management

• Oversee Capital Asset Management System ( CAMS ) responsibilities, maintain departmental supplies and equipment inventories, and serve as the department liaison with Housekeeping and as the building liaison for Riddick Hall.
• Support efficient departmental operations by coordinating facility-related needs and maintaining organized administrative processes.

Communications & Digital Content

• Maintain the department website, manage the general departmental email inbox, and create social media and promotional content that supports departmental communications and outreach efforts.

If you arean organized, customer-focused professional who enjoys supporting a dynamic academic environment, coordinating multiple priorities, and building positive relationships with faculty, staff, students, and visitors, we encourage you to apply. If you take pride in delivering exceptional administrative support, communicating effectively, and helping a department operate efficiently every day, we’d love to have you join the Department of Physics and Astronomy.

Other Responsibilities

• Perform general administrative duties as needed including coverage support for ½-day per week for faculty in Partners II/ III .
• Duties while at PII / PIII and in Riddick, as needed, including answering phones, distribution of mail and packages, coordinating coffee/tea/cookies at colloquium and seminars, and support with external events hosted by the department.

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

• Administrative support experience in a higher education, academic, or professional office environment.
• Proficiency with Microsoft Office, Google Workspace, or similar business software, including experience using spreadsheets to manage data, schedules, or inventories.
• Experience coordinating meetings, events, travel arrangements, or administrative projects involving multiple stakeholders.
• Knowledge of website content management systems, social media platforms, or other digital communication tools used to support organizational outreach.
• Demonstrated ability to manage multiple priorities, provide outstanding customer service, and work effectively both independently and collaboratively in a fast-paced environment.

Required License Or Certification

N/A

Valid NC Driver's License required

No

Commercial Driver's License Required?

No

Job Open Date

09/15/2026

Earliest Close Date

09/22/2026

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.

Position Number

00112312

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

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)

1.0

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

170601 - Physics and Astronomy

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.