Office Assistant

NC State University; Raleigh (NC); On-site; USD 30,000 - 42,000; Full time

Job summary

NC State University is seeking an Office Assistant to be the primary front desk contact in the University Controller’s Office in Raleigh. You will provide customer service, coordinate communications, schedule meetings, and support administrative operations across the office sections.

You will greet visitors, manage phones and email, maintain the calendar, handle mail and deliveries, assist with payments intake, and ensure secure handling of confidential documents according to policies.

Qualifications

• Experience delivering customer service in an office setting.
• Ability to manage inquiries and direct to appropriate staff.
• Proficiency with calendar and email-based scheduling.

Responsibilities

• Greet and assist visitors; manage sign-ins and guest passes.
• Handle multi-line phone system and office email accounts.
• Coordinate meeting scheduling and maintain the office calendar.

Skills

Customer service

Communication skills

Scheduling coordination

Front desk etiquette

Education

High School Diploma or equivalent

Tools

Email management

Calendar management

Office suite

Job description

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.

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).