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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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