Facilities & Operations Administrative Specialist

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

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