Administrative Support Specialist

North Carolina Agricultural & Technical State University; Greensboro (NC); Hybrid; USD 43,000 - 48,000; Full time

Benefits offered by this job

Accrued vacation and sick leave

TSERS retirement benefits

12 paid holidays

Job summary

North Carolina A&T State University is seeking an Administrative Support Specialist for Procurement Services within the Division of Business and Finance. You will assist with day-to-day procurement operations, interface with internal and external customers, and help maintain filing and inventory systems.

The role emphasizes customer service, scheduling, and document management, with opportunities for hybrid work and standard office hours.

Qualifications

• High school diploma or equivalent with one year of related office experience.
• Bachelor's degree preferred.
• 3-5 years office/clerical experience or equivalent.
• Proficiency in MS Office and Adobe products.

Responsibilities

• Serve as initial contact for Procurement Services and provide customer service.
• Schedule meetings, appointments, and events for department staff.
• Maintain department files and filing system; manage office supplies and equipment.
• Assist with procurement processes, eprocurement system, and related topics.
• Provide information and guidance on Procure to Pay policies and procedures.
• Support staff inquiries about the eprocurement system 'AggieMart' and ERP 'Ellucian Banner'.

Skills

multi-line telephone

meeting organization

customer communications

department inventory

procurement inquiries

Microsoft Office

Adobe

Education

Bachelor's degree preferred

3-5 years office/clerical experience

equivalent training/experience

Tools

Microsoft Office Suite

Adobe

AggieMart

Ellucian Banner

PCard system

Job description

Classification Information

Position/Classification Title: Administrative Support Spec

Classification Type: SHRA

Position required to work during periods of adverse weather or other emergencies: N - Not Mandatory

Minimum Experience/Education: High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Preferred Years Experience, Skills, Training, Education: Bachelor's degree and at least three to five years of office/clerical experience; or equivalent combination of training/experience.

• Able to answer multi-line telephone
• Organize meetings, trainings, etc.
• Communicate with all levels of internal and external customers
• Maintain department inventory (e.g., equipment, office supplies, etc.)
• Assist with staff with inquiries from customers (internal/external) about procure to pay functions, eprocurement system, and other related topics that relate to procure to pay processes.
• Efficient in using Microsoft Suite Products (i.e. Word, Excel, Outlook, PowerPoint)
• Efficient in using Adobe (e.g. creating documents, editing documents, etc.)

All degrees must be awarded by an appropriately accredited institution.

Position Overview

Primary Purpose of Position: This position shall serve as an Administrative Assistant for Procurement Services in the Division of Business and Finance. This position shall be responsible for assisting the Procurement Services Department in the day-to-day operation of its required functions. This position shall serve (in most cases) as the initial contact for Procurement Services and will provide support in customer service, scheduling meetings/appointments, conference calls, teleconferences, trainings etc.. The position shall also be responsible for maintaining selected files for the Department, working closely with the staff and management to ensure maintenance of the overall filing system, office equipment/supplies are ordered and available as necessary. This position will be required to assist with maintaining inventory files. In addition to performing other related duties/tasks as required.

Primary Function of Organizational Unit: The Procurement Services Office provides direction over the procurement activities within NC A&T State University, including purchasing and administration of the procurement card. Managing all procedural aspects of purchasing activities within state/federal laws, NC Division of Purchase and Contract rules and regulations and university policy and procedures. Communicates with customers (internal/eternal) suppliers to acquire products and services at the best value for the university.

Work Hours: 8:00 a.m. - 5:00 p.m.

Work Location: On-site (Employees are primarily in the office and/or have a critical job requirement that requires dedicated office space on-site)

Key Responsibilities and Related Competencies

Program Knowledge: Understands the responsibilities and services of the department and applies this knowledge to interface with other offices, departments, and businesses.

Communication - Verbal/Written: Ability to convey clear and concise information.

• Communicates routine and general information to teammates, faculty/staff, students and/or public about procurement services, processes and procedures using prescribed or established guidelines.
• Screens and directs customers/visitors to appropriate source.
• Responds to questions/issues that deviate from standard operating procedures by determine and consulting appropriate resources such as policies, manuals, or staff.
• Responds to request for procedural information.
• Schedules and coordinates appointments, meetings and events for department staff and management.
• Composes written communication with little guidance using standard formats.

Office Technology: Ability to use a variety of office equipment (e.g. multiline telephone, computer with Microsoft Office Suite, multi function/copier).

• Operate and perform tasks to maintain equipment with a general understanding of its capabilities.
• Understands and fully applies features of a variety of software programs, machines or office equipment.
• Serve as the point of contact and administrator to assist with the procurement services website and any other social media accounts developed for the department.
• Operates the video conferencing/teleconferencing technology available for various departmental meetings.
• Assist with the maintenance of the Procurement Services web pages.

Administrative Duties: Provides administrative support for the University's contract management platform. Assists users with system navigation, submission procedures, status inquiries, and access requests. Maintains user permissions and approval-role assignments as directed. Assists with monitoring submissions, identifying routine processing issues, communicating administrative corrections, scheduling training, and distributing training materials. Escalates technical, workflow, routing, policy, and contractual matters to appropriate staff. Maintains accurate records and protects confidential contract and user information. Performs related duties as assigned.

Customer Service:

• Receive visitors and callers at the front desk.
• Navigating conversation with call ins and walk ups that do not know exactly what they want or need.
• Assisting with inquiries from clients regarding the eprocurement system "AggieMart", the ERP system "Ellucian Banner".
• Providing factual and accurate information and explanations based on procurement policy guidelines and procedures.
• Providing professional and positive interactions with clients, students, staff and suppliers.
• Responding calmly to people under stress or expressing displeasure.
• Probing for details in order to accurately assist customers.
• Explaining the services provided by Procurement Services, and directing clients to the appropriate internal/external source for assistance as required.
• Assist with administrative task in reference to PCard. Duties such as receiving, logging and filing etc.

Position Information

Working Title: Administrative Support Specialist

Competency Level: Advanced

Position Number: 000198

Recruitment Range: $43,206 - $48,000

FLSA: Non-Exempt

Appointment Type: Permanent - Full-time

FTE: 40 hours/week, 12 months

Organizational Division: VC for Business & Finance

Organizational Location: VC for Business & Finance

Organizational Unit: Procurement Services

Posting Detail Information

Posting Number: SHRA3293

Open Date: 11/02/2026

Close Date: 11/20/2026

Employee Benefits available to NC A & T permanent employees include the following and more;

• Accrued Vacation and Sick Leave for Eligible Employees
• Community Service Leave
• Aetna - State Health Benefits of North Carolina
• NCFlex - Vision, Dental, Flexible Spending Account, Life Insurance and more
• 12 Paid Holidays
• Teachers and State Employees Retirement System (TSERS)
• Optional Supplemental Plans - 401k, 403b, 457b and 457
• Employee Assistance Program (EAP)
• Campus Recreation Center Discount
• University Bookstore Discount
• and more

This position may be eligible for a remote or hybrid work arrangement, consistent with university and state policies.

N.C. A&T employees are generally required to reside in North Carolina, within a 2-hour commuting distance of their assigned duty station.

https://jobs.ncat.edu/postings/42069