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UTS - Temporary Administrative Support Specialist at NC State

Position Information

Posting Number
PG195843TM

Position Number
48SM37

Position Type
Temporary

Essential Job Duties
The Administrative Support Specialist plays a crucial role in the smooth operation of the office, providing comprehensive support to executive leadership and multiple department leaders. Reporting directly to the Executive Assistant, this role is responsible for a wide range of administrative tasks, including front desk management, event coordination, and financial administration.
Key Responsibilities:
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.

Is Time Limited
Yes

If Yes, Appointment Length
at least 6 months

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.

What we offer:
  • Health Insurance for Temporary Employees
  • Enhance your career with LEAD courses
  • Attend non-revenue generating sporting events for free.

Attain Work-life balance with our Childcare discounts, 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.



Department Information

Job City & State
Raleigh, NC

Department

System Information

Classification Title
Temporary-Clerical

Working Title
UTS - Temporary Administrative Support Specialist at NC State

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