Job Description

About the Department
The NC State University Facilities Division is home to nearly 900 professionals who plan, build and maintain the spaces that foster an environment where innovation, learning, and community thrive. Through this work, we help create spaces that empower students, faculty, and staff to reach their full potential. Operating year-round, we manage more than 16.7 million gross square feet of built space and oversee 4,733 acres of campus infrastructure through a series of core departments, each composed of multiple specialized units:

Design & Construction
Business Operations
Campus Operations and Maintenance
Campus Planning and Strategic Investment

Whether responding to a maintenance request, shaping future facilities or creating spaces that inspire discovery, our team is grounded in excellence, service and stewardship.

Join the pack and become part of one of the largest and most respected employers in the state, helping shape the future of our campus community. Take a look below to see what we offer!
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. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone.

What we offer:
Medical, Dental, and Vision
Flexible Spending Account
Retirement Programs
Disability Plans
Life Insurance
Accident Plan
Paid Time Off and Other Leave Programs
12 Holidays Each Year
Tuition and Academic Assistance
And so much more!

Attain Work-life balance with our Childcare benefits, 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.
Essential Job Duties
We are looking for a skilled and proactive Administrative Assistant to join our Business Operations team. Reporting directly to the Senior Operations & Projects Coordinator, you will provide comprehensive administrative support to the department and assist with special projects for the Assistant Vice Chancellor. You will also collaborate with various campus partners to plan and execute events, which include managing catering orders, space reservations, and guest confirmations.

In addition to your administrative duties, you will play an active role in fostering a positive and supportive workplace culture. This includes promoting collaboration, emotional intelligence, teamwork, and integrity, contributing to an environment where kindness, competence, and honesty are valued and encouraged. If you are detail-oriented, organized, and passionate about creating a positive work environment, we’d love for you to apply!

Key responsibilities and duties include, but are not limited to:
Coordinate and manage complex schedules and calendars for both the department and division, ensuring seamless communication and time management
Draft and prepare memorandums, create detailed spreadsheets, schedule meetings, and maintain essential records for the team
Maintain and update databases and spreadsheets for special projects assigned by the Assistant Vice Chancellor or the Senior Operations & Projects Coordinator; conduct in-depth research, reconcile data from multiple systems such as Interscope, and produce high-level reports and presentations
Coordinate travel arrangements and process necessary separation paperwork in a timely manner
Assist in the development and lead the maintenance of procedures for tracking remote work, ensuring accuracy and consistency.
Serve as a resource for resolving complex, non-standard issues by coordinating with other work units, facilitating effective solutions, identifying and addressing internal issues that impact customer service and operational efficiency, and collaborating with departmental coordinators to establish standard processes and procedures to enhance overall efficiency.
Interpret guidelines and policies, respond to inquiries, and provide advice on processes, services, and operations in non-standard situations, while also serving as the communication representative for the Facilities Division by developing and organizing Standard Operating Procedures and conducting in-person training for other departments
Update and maintain the Facilities website using WordPress, ensuring timely edits and accurate information, and develop and distribute communications to notify the department of important updates and information
Provide comprehensive technical and administrative support for Business Operations by initiating job postings, scheduling interviews, preparing hiring proposals, and processing separation paperwork to ensure a smooth recruitment process
Manage supply orders and maintain the supply closet, tracking inventory using AiM and the Capital Asset Management System to ensure accuracy
Communicate effectively with supervisors, coworkers, and the general public, and follow verbal and written instructions related to work assignments and operational needs.
Other Responsibilities
Work with other departmental administrative assistants on assigned duties and projects
Other tasks and responsibilities may be assigned based on the needs of the organization and evolving priorities
Qualifications
Minimum Experience/Education
High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
Preferred Qualifications
Critical thinking skills to research, record, and analyze information to address issues/concerns and to develop solutions
Understanding knowledge and ability to interpret organization’s policies and procedures
Proficiency in AssetWorks, AiM, Wolfpack Reporting System and PeopleAdmin