Administrative Support Specialist

The Chronicle Of Higher Education, Inc.; Greensboro (NC); Hybrid; USD 44,510 - 54,590; Full time

Job summary

North Carolina A&T State University is seeking an Administrative Support Specialist for the Electrical & Computer Engineering department. The role supports the chair, manages front office operations, and assists students, faculty, staff, and alumni with department services.

The position requires a High School Diploma or equivalent with one year of related experience; an Associates degree is preferred, along with strong organizational, communication, and multitasking skills.

Qualifications

• High School Diploma or equivalency and one year of related office experience.
• Associates degree preferred.
• Ability to learn and proficient with computer programs and systems.
• Excellent organizational and time management skills.
• Effective verbal, written, electronic communication skills.

Responsibilities

• Provide high-level administrative support to the ECEN Chair and department, handling front office operations and communications.
• Assist students, faculty, staff and alumni with department services and operations.
• Develop and monitor procedures to improve department efficiency and ensure adherence to policies.
• Process data, generate reports, manage records, travel claims and expenditures.
• Support travel, purchases, and office tasks; coordinate with various campus units.

Job description

Posting Details

Classification Information

Position/Classification Title

Administrative Support Spec

Classification Type

SHRA

Position required to work during periods of adverse weather orother emergencies:

N - Not Mandatory

Minimum Experience/Education

High School Diploma or equivalency and one year of related officeexperience; or equivalent combination of training andexperience.

Preferred Years Experience, Skills, Training,Education

Associates degree, demonstrated possession of the competenciesnecessary to perform the work. Must be able to work with integrity,a high degree of customer service, professionalism, confidentialityand flexibility. Must be able to handle multiple task. Demonstratedability and experience working autonomously. Demonstrated abilityto quickly learn and become highly proficient with computerprograms and systems. Excellent organizational and time managementskills; effective verbal, written, electronic communication skills,ability and willingness to work effectively with various campus,county and state program units.

Position Overview

Primary Purpose of Position

This position provides high-level administrative support to theChair of Electrical & Computer Engineering ( ECEN ) Departmentin interacting with the public and in assisting students, faculty,staff and alumni with department services and operations. (S)heoversees and administers activities of the department’sadministrative office including support for academic activities;management; front line reception; communications for thedepartment; office operations; and administrative support to thedepartment chair for day-to-day activities.

This position serves as the front office specialist for ECENstudent and Department services, management of office tracking thestudent progress, and coordinating the communication betweenstudents and department, interacting with public and other externalstakeholders. This position also develops, implements, and monitorsprocedures and systems that provide productive and efficientoperations while ensuring the department follows university andcollege administrative policies and procedures.

This position requires knowledge of program policies, proceduresand information systems in order to communicate and processinformation. The range of duties includes, but is not limited to,verifying data, report writing, summarizing and reconcilinginformation, records management, travel claims review andprocessing, data collection and analysis, research, inventory,personnel administration and fund collection or expenditures. Theposition requires flexibility and responsiveness to undertake otherduties as assigned by the departmental Chair.

Primary Function of Organizational Unit

The College of Engineering at North Carolina Agricultural andTechnical State University invites applications and nominations forthis key leadership position. North Carolina A&T StateUniversity is a public land grant university that enrolls over14,000 students.

The College of Engineering, with over 2,500 students, has EAC ABET-accredited undergraduate programs in Architectural,Bioengineering, Biological, Civil, Chemical, Computer, Electrical,Industrial, and Mechanical Engineering, as well as a CAC ABET-accredited program in Computer Science. At the Graduate level, theCollege has 8 Masters of Science Degree programs, and 5 Doctoralprograms. Additional information about the College and theUniversity can be found at www.ncat.edu/coe.

The Department of Electrical and Computer Engineering is one of thelargest departments in the College of Engineering. The fourprograms are a BS in electrical engineering, a BS in computerengineering, an MS in electrical engineering, and a Ph.D. inelectrical engineering. There are 18 faculty members in thedepartment. Additional information can be foundathttps://www.ncat.edu/coe/departments/ece/index.php.

Work Hours

8am 5pm Monday-Friday

Is this position eligible for a remote or hybrid workarrangement, consistent with university and statepolicies.

On-site (Employees are primarily in the office and/or have acritical job requirement that requires dedicated office spaceon-site)

Key Responsibilities and Related Competencies

Required Competency Communication and Teamwork

Duties

Effectively communicates in writing and displays editing skills,experience with proofreading, and explaining information to diversepopulations. On a daily basis. effectively communicates orally andin written form with visitors, students, board members, faculty,staff (on and off campus), and provides support based on needs.Independently provides direct information regarding inquiries aboutthe department programs & activities in a professional manner,and interacts with the public in general (i.e., UniversityAdministrators, Deans, Assistant and Associate Deans, CoEChairpersons, Faculty and Staff, and other stakeholders, includingSalary Administration. Human Resources, Contracts and Grants,Division of Research.

Develop activities to encourage effective working relationshipswithin the department and with stakeholders. Effectively advisesstudents on academic and administrative questions. Interacts inperson and responds to written inquiries via email and communicateswith students regarding deadlines, status, and otherstudent-related services.

Other communication-related activities include event planning,phone call/visitor/email routing, bulletin board, mailbox, studentforms, and department appearance oversight. Looks for improvementin departmental operations in terms of efficiency and effectivenessand performs work with minimal (zero) error rate. Adapts to changesin the work environment. Knowledge of the following: ePAF(Electronic Personnel Action Form); Aggie Mart, Chrome River, theonline travel process to submit pre-approval travel authorization,expense reports, and reconcile expense reports. Greets officevisitors in a friendly and courteous manner and providesinformation as requested. Independently assimilates, composes, andorganizes ideas logically, in multiple formats such as letters,memos, reports, or presentations, and changes/adjusts style to meetthe needs of the ECEN Department Chair to use in a variety ofsettings (i.e., publications, website, etc.). Reviews sensitivematerials and edits content constructively.

Required Competency Problem Solving

Duties

Provides high-quality customer service as the front officeoperations lead, interacting with students, faculty, staff,industry, and alumni..Understands the needs of students, thedepartment, and recognizes how quality service impacts interactionswithin the College and University. Provides undergraduate studentsupport by working closely with the advisors, chair, and programsupports. Trained on Banner (for accessing student records,overrides, and registration of courses), AggiesNav, and DegreeWorksfor needed tasks. Answering basic curriculum and course questions,coordinating learning objective surveys using Qualtrics, hostingprospective student visits, maintaining, printing, and distributingpromotional material, coordinating and arranging high schoolvisits, preparing digital material, and data entering and managingfiles for each faculty advising student, ordering textbook andother supplies; and managing workshops and student chapter eventreservations.Works with the business manager on purchasing andaccounting activities (Aggie Mart and Banner Finance), assists inhosting industrial and academic visitors, and supports the Chair’srequests in terms of any tasks/projects assigned, such as assessingand resolving operational and logistical challenges that may impactdepartmental efficiency.

This role involves proactive problem-solving, such as anticipatingscheduling conflicts, addressing communication gaps, andtroubleshooting minor technical or procedural issues. These issuesmay require streamlining administrative workflows, optimizingdocument management, and responding to unanticipated requests orurgent tasks in a timely manner. Effective problem-solving in thisrole requires adaptability, resourcefulness, and the ability toimplement practical solutions that enhance the department’s overallfunctionality. Applies judgment for problem resolutions based ondelegated authority from a supervisor.Provides assistance in thedepartment for faculty business and administration related totravel, watermark, purchases, and processing documents related tostudent travel, student organization purchases, andemployment.

Required Competency Program Knowledge/Records Administration

Duties

Apply knowledge of the departmental curriculum and operations.Office operations and records administration for student successand to encourage effective working relationships with and amongstudents, parents, faculty, staff, and other external entities suchas industrial partners and the alumni. Coordinate with the Dean’soffice as needed for student, staff, and faculty services.

Applies knowledge of written program policies and procedures thataffect operations. Applies knowledge of organizational structure,functions, services, programs, office procedures, and practices.Provides instruction and guidance on routine processes on a regular basis. Advise staff and faculty on university policies on a regular basis. Maintains detailed calendars and records; manages logisticsassociated with the delivery of program activities andsupplies.

Provides high-quality customer service as the front officeoperations lead, interacting with students and faculty by searchingairline schedules, making hotel reservations, submittingpre-approval travel authorizations, expense reports, andreconciling expense reports. Can effectively use mailing servicessuch as sorting, weighing, meters/stamps, and bands by length andgirth all outgoing mail according to US Postal regulations. Canprepare certified, express, and insured mail for mailing accordingto postal procedures. Can process ePAFs for GRA and UG students.Provides excellent documents, reports, proposals, and in-housepurchase requests. Can maintains electronic distribution lists ofME and updates electronic mail sent and retrieved, etc. Can operateE-Procurement via Aggie-Mart. Can maintains and filescorrespondences, records and schedules via OneDrive and/or hardcopies. Can coordinate and submit orders for business cards, nametags, stationery and envelopes for ECE ..

Front office operations for service to students and department.Direct students to advisors. Direct telephone calls to faculty,staff, and student offices, and other offices on campus. Contactstudents to ensure their awareness of services available and campusresources. Work with the Chair and faculty to provide operationalexcellence in the department, advising and leadership inorganization of student records and services. Effectively answerstandard student questions on academic and administrativequestions, and refers non-standard questions to advisors orChair.

Interact in person and respond to written inquiries via email tocommunicate with students regarding deadlines, status and otherspecific needs. Enable to use software for planning and archivingmeeting, activities, workflow and work requests.

Required Competency Office Technology

Duties

Knowledge of the following: ePAF (Electronic Personnel ActionForm); Aggie Mart, Chrome River, the on-line travel process tosubmit pre-approval travel authorization, expense reports andreconcile expense reports.

Trained on Banner (for accessing student records, override andregistration of courses), AggiesNav, and DegreeWorks for neededtasks

Position Information

Working Title

Administrative Support Specialist

Competency Level

Advanced

Position Number

002214

Recruitment Range

$44,510-$54,590

FLSA

Non-Exempt

Appointment Type

Permanent - Full-time

FTE

40 hours/week, 12 months

Organizational Division

Electrical & Computer Engineering

Organizational Location

College of Engineering

Organizational Unit

Electrical & Computer Engineering

Posting Detail Information

Posting Number

SHRA3244

Open Date

07/28/2026

Close Date

08/27/2026

North Carolina A&T State University participates in E-Verify. Federallaw requires all employers to verify the identity and employmenteligibility of all persons hired to work in the United States. North Carolina A&T State University is an Equal Opportunity andAffirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, nationalorigin, sex, age, disabling condition, veteran status, politicalaffiliation, genetic information or sexual orientation and sexualidentity.

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, LifeInsurance 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

This position may be eligible for a remote or hybrid workarrangement, consistent with university and state policies. N.C.A&T employees are generally required to reside in NorthCarolina, within a 2-hour commuting distance of their assigned dutystation.

Quick Link: https://jobs.ncat.edu/postings/41100

Supplemental Questions

1. Please indicate how you learned of the vacant position forwhich you are applying.
   • NCA&T Website
   • UNC System Job Board
   • Indeed.com
   • NCA&T Employee
   • Chronicle of Higher Education
   • Inside Higher Ed
   • Higher Education Recruitment Consortium
   • Other_____________
2. If you selected "Other" please provide the name of theresource.

Applicant Documents

Required Documents

1. Resume

Optional Documents

1. Cover Letter
2. Letter of Reference 1
3. Letter of Reference 2
4. Letter of Reference 3
5. Certificate of Release or Discharge from Active Duty(DD-214)
6. Other Document