Office Assistant

North Carolina State University; North Carolina; On-site; USD 43,000 - 47,000; Full time

Benefits offered by this job

Medical, Dental, Vision

Flexible Spending Account

Retirement Programs

Disability Plans

Life Insurance

Paid Time Off

Holidays

Tuition

Employee wellness programs

Job summary

NC State University is seeking an Office Assistant for the University Controller’s Office in Raleigh, NC. The role handles front desk duties, visitor support, scheduling coordination, and basic financial document handling to ensure smooth administrative workflows.

The position requires a High School Diploma or equivalent plus one year of related experience; an Associate degree in business admin or office management is preferred. Proficiency in Microsoft Office and campus systems is expected.

Qualifications

• High School Diploma or equivalent plus one year of related office experience or an equivalent combination of training and experience.
• Associate degree in business administration, office management, or related field preferred.
• Strong communication skills, customer service focus, and ability to resolve conflicts.
• Detail oriented with good time-management and organizational abilities.

Responsibilities

• Serve as primary front desk contact for the University Controller’s Office.
• Greet visitors, manage sign-ins, issue passes and coordinate scheduling.
• Manage multi-line phones and email routing; maintain professional lobby.
• Coordinate conference room reservations and master calendar; handle mail and deliveries.
• Assist with intake and processing of payments and confidential documents.
• Support office operations and liaise with staff to ensure smooth workflow.

Skills

Customer service

Verbal and written communication

Conflict resolution

Attention to detail

Time management

Education

Associate degree in business administration or office management

Tools

Microsoft Office Suite (Word, Excel, Outlook, Teams)

Campus administrative software (Banner/Workday/PeopleSoft)

Job description

Posting Details

Job Posting Information

Posting Number PG195285SP

Internal Recruitment No

Working Title Office Assistant

Anticipated Hiring Range $43,000 - $47,000

Work Schedule Work schedule and location: Monday – Friday, 8:00 am – 5:00 pm (This position is not eligible for a flexible work arrangement to include hybrid remote work).

Job Location Raleigh, NC

Department University Controller

About The Department

The Finance Division provides leadership and fiscal stewardship for North Carolina State University. Managing public resources with high ethical standards, the Division establishes responsible financial practices that align with state and federal regulations, university policies, and industry standards.

The University Controller’s Office is a department within the Finance Division. The office has business units covering the following areas: general accounting, cash services, asset management, financial reporting, payroll, accounts payable, debt, and the university’s tax compliance.

The University Controller’s Office works to advance NC State as a leader in fiscal accountability and responsibility through a partnership with our campus community, strong partnerships with our peer groups, improvements in the University’s financial systems and internal controls, and efficient and effective business operations. The office continues its attention toward collaborative efforts and providing fiscal leadership, oversight, accounting, reporting, training, and outreach services that exemplify the highest standards of quality, performance, and service. Having professional staff and managers with imagination, knowledge, and people skills is paramount in the successful implementation of these goals.

The University Controller’s Office is responsible for fiscal accountability, accuracy, and reporting of the university with a net position of approximately $2.0 billion, including timely and accurate payment of monthly and biweekly wages to over 18,000 staff, faculty, student workers, and temporary employees, over 117,000 vendor payments annually and management of a $550 million external debt portfolio.

The University Payroll section of the University Controller’s Office is responsible for 1) timely and accurate payment of wages to approximately 10,000 monthly and 8,000 biweekly staff, faculty, undergraduate and graduate student workers, postdocs, foreign national, and temporary employees with an annual payroll of over $1.3 billion; 2) proper deduction, monthly plan reconciliation and vendor payment of mandatory, voluntary and statutory (garnishment) deduction plans, including the employer’s matching contributions for retirement and health insurance; and 3) compliance for, payment to, and proper reporting of wages and tax withholdings to the federal government and approximately 35 states and territories.

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.

What we offer:

• 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

As the Office Assistant, you will serve as the primary point of contact and front desk administrator for the University Controller’s Office. Reporting to the University Controller, you will provide customer service, coordinate office communications and scheduling, and support administrative operations across the office’s sections.

Key Responsibilities

Front Desk and Communications

• Greet and assist visitors, manage visitor sign-ins, issue guest passes, and notify staff of appointments.
• Manage multi-line phone communications and primary office email accounts, routing inquiries to appropriate staff and subject matter experts.
• Maintain a professional front lobby and coordinate meeting and scheduling requests.

Office Administration

• Manage conference room reservations and maintain the office master calendar.
• Coordinate campus facility service requests and work orders.
• Receive, log, sort, and distribute incoming mail, checks, invoices, and deliveries; prepare outgoing mail and express packages.
• Scan, copy, file confidential financial documents, and archive records according to university retention policies.
• Monitor office supply inventory and submit replenishment orders as needed
• Assist with the intake, tracking, and processing of surplus equipment, furniture, and IT assets according to university guidelines.

Financial Handling and Internal Controls

• Assist with the secure intake and preliminary logging of incoming payments, checks, and sensitive documentation in accordance with established internal controls.
• Follow safety regulations and Controller’s Office procedures for secure pickups.

If you enjoy providing customer service, keeping office operations organized, and supporting colleagues across a team, we welcome you to apply for the Office Assistant position in the University Controller’s Office.

Other Responsibilities

In addition to the core responsibilities of this role, there may be occasional opportunities to take on additional duties. This offers an opportunity to build on your skills, explore new areas, and gain a deeper understanding of the department’s operations.

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

• Associate degree in business administration, office management, or a related field.
• Familiarity with Microsoft Office Suite, including Word, Excel, Outlook, and Teams, and campus administrative software or enterprise systems such as Banner, Workday, or PeopleSoft.
• Verbal and written communication skills, customer service skills, and conflict-resolution skills.
• Ability to handle sensitive financial records, student account data, and confidential personnel information with discretion.
• Attention to detail, time-management skills, and ability to manage multiple tasks in a busy office setting.

Required License Or Certification

None

Valid NC Driver's License required

No

Commercial Driver's License Required?

No

Recruitment Dates and Special Instructions

Job Open Date

10/22/2026

Earliest Close Date----

10/28/2026

Special Instructions

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 Details

Position Number 00044143

Position Type SHRA

Position Classification Band Title Administrative Support Specialist

Position Classification Band Level Journey

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

Salary Grade Equivalency NC09

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 496001 - University Controller

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.