Administrative Assistant

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Department: 202103 – Career Center – Poole College of Management

Location: Raleigh, NC

Essential Job Duties:
The Poole College of Management Career Center is seeking a highly organized, customer-focused Administrative Support Associate to serve as the operational hub of our office. This position plays a vital role in delivering exceptional service to students, employers, faculty, staff, and campus partners while ensuring the efficient day-to-day operations of the Career Center.

Reporting to the Associate Director of Employer Relations & Career Operations, the Administrative Support Associate provides comprehensive administrative, financial, and operational support to the Career Center team. This role oversees front desk operations, coordinates events and employer engagement activities, manages financial transactions and budgeting processes, and supervises a team of student employees. Success in this position requires excellent organizational skills, attention to detail, strong customer service abilities, and the capacity to manage multiple priorities in a fast-paced environment.

What You’ll Do

Office Operations & Customer Service

• Serve as the first point of contact for students, faculty, staff, employers, alumni, and campus visitors by providing professional and responsive customer service.
• Manage the daily operations of the Career Center front desk, including phone, email, and visitor support.
• Recruit, train, schedule, and supervise student employees to ensure consistent front desk coverage and exceptional customer service.
• Coordinate student appointments and assist with office scheduling.
• Maintain departmental calendars, meeting agendas, and meeting minutes.
• Develop, update, and maintain standard operating procedures and shared departmental resources.
• Assist with employer engagement activities, including posting opportunities in ePACK, scheduling employer events, and generating reports.
• Coordinate logistics for workshops, career fairs, employer visits, and other Career Center events.
• Arrange meeting spaces, catering, parking permits, technology, transportation, and vendor services.
• Maintain office, event, and technology supplies.
• Update Career Center website content as needed.

Budget & Financial Administration

• Support the daily administration of the Career Center’s annual operating budget.
• Track expenditures and maintain accurate financial records.
• Process invoices, payments, reimbursements, contracts, and vendor onboarding in collaboration with the Office of Business Services.
• Serve as the department Purchasing Card (P-Card) holder and reconcile monthly transactions.
• Prepare invoices and manage payments from employer partners for sponsorships, registrations, and other Career Center services.
• Support travel authorizations, reimbursements, and financial processing for faculty and staff participating in study abroad and international programs.
• Partner with Career Center leadership to monitor expenditures and ensure financial accuracy and compliance with university policies.

The Administrative Support Associate plays a vital role in advancing the mission of the Poole College of Management by supporting the Career Center’s efforts to prepare students for successful careers. Through exceptional customer service, efficient office operations, and coordination of employer engagement activities and career programming, this position helps create meaningful opportunities for students to connect with employers, develop professionally, and achieve their career goals. The work performed in this role contributes directly to a positive student experience and supports the college’s commitment to developing the next generation of business leaders.

Other Work/Responsibilities:

• Support special projects and initiatives that advance the mission of the Career Center.
• Assist with continuous improvement of office processes and procedures.
• Perform other duties as assigned to support departmental operations.

Minimum Experience/Education:
High School Diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

Required Qualifications:

• Strong oral and written communication skills and strong interpersonal skills. Engaging people skills are necessary due to the constant interactions with various constituents (students, employers, faculty, staff, alumni).
• Attentiveness to details, organizational skills, and ability to work efficiently and take initiative. Strong computer skills, including competency with Microsoft Windows, internet browsers, and Office (Word, Outlook, Excel).
• Must be reliable, dependable, and able to work independently, interpret and apply university policy and procedural guidelines, and organize workflow in the office.
• Professional demeanor, judgment, and discretion.

Preferred Qualifications:

• Knowledge of NC State processes
• Knowledge of career series information management platforms (Symplicity, GradLeaders) is strongly preferred
• Experience with event planning
• Experience in Higher Education

Required license or certification:

• N/A

Position Number: 00106700

AA/EEO Statement:
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 919-513-0574 to speak with a representative of the Office of Equal Opportunity.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.

Final candidates are subject to criminal & 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.

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