UTS - Temporary Administrative Support Specialist at NC State

Overview

The Administrative Support Specialist provides comprehensive administrative support to executive leadership and multiple department leaders. This role reports to the Executive Assistant and covers front desk operations, event coordination, and financial administration.

Front Desk Operations & Customer Service:

• Serve as the primary point of contact for the office, greeting and assisting visitors with professionalism and courtesy.
• Offer administrative support to the office and various internal units as required.
• Deliver exceptional customer service to students, faculty, staff, and guests, ensuring their needs are met promptly.
• Manage incoming communications, including phone calls, emails, and mail, prioritizing and directing inquiries to the appropriate individuals or units.
• Track and follow up on issues to ensure timely resolution.

Administrative Support:

• Provide high-level administrative assistance to senior leadership, as well as supporting multiple department leaders.
• Manage and organize leadership schedules, including preparing agendas and documents that may require background research and data compilation.
• Ensure that assignments and projects are completed on time with appropriate follow-up.
• Conduct regular inventory audits and manage the ordering of office and event supplies for various units.
• Maintain and organize files and documents systematically to support efficient access and use.
• Assist with special projects, meeting coordination, minute-taking, and event planning.
• Support financial compliance by assisting with check deposits and managing logs for audit purposes.

Campus Event Management:

• Coordinate logistics for campus events, including contracting with vendors for space rentals, catering, transportation, and technology needs.
• Handle room reservations both on and off campus to facilitate meetings and events.
• Manage catering orders and coordinate technology support to ensure seamless event execution.
• Prepare gifts for external partners and arrange parking passes for visitors.
• Maintain and update event calendars, including meeting agendas and minutes.
• Oversee logistics for campus visits, including search processes and interview arrangements.

Purchasing and Procurement:

• Oversee general office financial activities, including purchase card transactions, reconciliations, and processing reimbursements for travel and personal expenses.
• Manage parking permits and office supply orders to ensure all financial transactions are accurately tracked and reported.
• Manage travel arrangements, prepare and submit travel reimbursements, and act as liaison to coordinate and confirm itineraries, and communicate the information to all necessary parties.
• Be a vital part of the team, where your administrative expertise will support the organization’s mission and operations. You’ll work in a collaborative environment, with opportunities for professional growth and the chance to contribute to meaningful projects and events.
• Attend non-revenue generating sporting events for free.

• High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
• Four or more years of administrative experience.
• Strong written and verbal communication skills with the ability to communicate, in written and oral form, detailed and technical program information guidelines to various audiences.
• Demonstrated experience with Microsoft Office Suite (Excel, Word), Google Workspace or similar office products software.
• Demonstrated strong customer service experience with the ability to provide problem resolutions.
• Ability to interact, present, and provide guidance to a variety of visitors and students.
• Demonstrated advanced administrative skills with a high level of professionalism and ability to exercise judgment in a variety of situations.

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 the Office of Equal Opportunity for assistance.

Final candidates are subject to criminal and 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.