SWAC - Administrative Operations Assistant

Agency

North Carolina School of Science , Math

Division

Job Classification Title

Office Assistant (S)

Position Number

Grade

FLATRATE

About Us

North Carolina School of Science and Mathematics (NCSSM) a constituent of the University of North Carolina System, is a world-class public high school with statewide reach empowering academically talented students from every corner of the state to design their own future. We offer our Residential high school program in Durham and Morganton for juniors and seniors, our Online supplementary honors program, and individual virtual daytime Connect courses in partnership with local high schools, all tuition free. Our wide array of summer offerings for rising fifth- through 12th-graders includes free opportunities for in-state students alongside paid options for students from anywhere in the world. Specializing in science, technology, engineering, and math and embracing the fine arts and humanities, NCSSM has become the model for 18 such specialized schools around the globe since its founding in 1980. For more information visit ncssm.edu . All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity or expression, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran or national guard. If you are an individual with disabilities requiring accommodations in the application and interview process, please contact us at hr@ncssm.edu .

Description of Work

NCSSM and the Administrative Operations Department foster an environment of collaboration across departments and divisions and support community-engaged service and research.

Administrative & Operational Support

Serve as the first point of contact for administrators, faculty, staff, students, and visitors upon arrival to campus at the Student Wellness and Activities Center desk*

Participate in scheduling rotations for desks across campus, namely SWAC, to ensure full desk coverage between 8-5 PM on all weekdays and designated weekends*

Serve as the Administrative Operations departmental contact in SWAC for campus needs and support*

Manage workflows, projects, and tickets within project management software that coincide with the SWAC desk and administrative requests*

Coordinate restocking and management of spaces associated with shared inventory across campus (faculty lounges, staff break rooms, storage etc.)*

Receive and process small/short-term room reservation requests from the campus community and collaborate with the special events team on large-scale events or bookings*

Oversee the SWAC desk phone and all related phone trees for incoming communication*



Personnel Coordination & Processes

Manage and update relevant project management software or spreadsheets when receiving and completing personnel requests from campus constituents*

Complete employment paperwork for permanent hires, temporary hires, and independent contractors*

Oversee related volunteer forms and background checks for personnel hiring*

Act as the liaison between the human resources team and Morganton departments for HR actions and processes.*

Complete all necessary trainings from human resources for hiring process updates or changes*



Cross-training for Administrative Operations processes

Cross train with administrative operations team members to receive and direct requests for specialties across the department when staff are out of the office*



Other duties as assigned

Knowledge Skills and Abilities/Management Preferences

HIRING SALARY RATE :$16/hr

Knowledge, Skills, and Abilities:

• Information/Records Administration: Coordinates varied records processing activities requiring the application and some interpretation of agency procedures, policies, laws, and regulations. Reviews information for completeness and accuracy using multiple guidelines.

• Problem Solving: Recognizes, defines and resolves non-standard problems using operating procedures, practices and established precedents. Resolves recurring issues and problems as well as some unique situations. Anticipates problems and develops recommendations for management resolution.

• Communication- Verbal: Presents ideas in a clear, concise, organized manner. Explains and interprets programs, policies and procedures to meet the specific needs of staff and clients. Advises program staff/clients in all matters related to program operations.

• Communication- Written: Composes and organizes ideas logically, works in multiple formats such as letters, memos, reports or presentations, and can change/adjust style to meet the needs of the program and audience. Reviews sensitive materials and edits content constructively.

• Office Technology: Selects, understands and fully applies a variety of features in software programs, databases, information systems, and specialized equipment.

Team NCSSM Benefits :

• Free on-campus parking
• Facilities: Library & Gymnasium
• Cafeteria on site
• Health Insurance: Temporary employees who are hired to work 30 hours or more for three (3) months or more, are eligible for enrollment in a High Deductible Health Plan. This incurs a monthly expense to both the employee and NCSSM and each year these rates are subject to change.

About NCSSM :

NCSSM has been named the #1 Public High School in America for 2025 and 2026. Join our winning team!

North Carolina School of Science and Mathematics (NCSSM), a constituent of the University of North Carolina System, is a world-class public high school with statewide reach empowering academically talented students from every corner of the state to design their own future. We offer our Residential high school program in Durham and Morganton for juniors and seniors, our Online supplementary honors program, and individual virtual daytime Connect courses in partnership with local high schools, all tuition free. Our wide array of summer offerings for rising fifth- through 12th-graders includes free opportunities for in-state students alongside paid options for students from anywhere in the world. Specializing in science, technology, engineering, and math and embracing the fine arts and humanities, NCSSM has become the model for 18 such specialized schools around the globe since its founding in 1980. For more information visit ncssm.edu .

Supplemental and Contact Information:

Please complete your application in full. All required Competencies, Work History, and Credentials must appear on the application in the Education and Work Experience sections of the application to receive consideration during the selection process. Resumes will not be accepted in lieu of completing the State Application form in its entirety. “See Attached Resume or an Embedded Text Resume” will be considered incomplete and will not be processed. Degrees must be received from appropriately accredited institutions.

Final candidates are subject to criminal and sex offender background checks. Some vacancies also require a motor vehicle check. If the highest degree is from an institution outside of the U.S., final candidates are required to have their degree equivalency verified at www.wes.org or equivalent service. NCSSM 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.

Please note: Only one application is accepted per candidate for each specific job posting.

If you have questions, please email careers@ncssm.edu .

Education and Experience:

High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

Minimum Education and Experience

Some state job postings say you can qualify by an “equivalent combination of education and experience.” If that language appears below, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both. See the Education and Experience Equivalency Guide for details.

EEO Statement

T he State of North Carolina is an Equal Employment Opportunity Employer and dedicated to providing employees with a work environment free from all forms of unlawful employment discrimination, harassment, or retaliation. The state provides reasonable accommodation to employees and applicants with disabilities; known limitations related to pregnancy, childbirth, or related medical conditions; and for religious beliefs, observances, and practices.

Recruiter:

Mikhaela Johnson

Email:

Careers@NCSSM.EDU