Administrative Support Specialist
Position Number: 00044007
Primary Function of Organization Unit: The Office of Undergraduate Programs in the Poole College of Management provides student support services to approximately 3000 students in the areas of academic advising, global programming, diversity & inclusion, career development, curriculum and scheduling and recruiting.
Essential Job Duties: This position will be responsible for supporting the Office of Undergraduate Programs (OUP) in the following financial and administrative areas: Purchasing and Financial Services: - Assist OUP staff in authorized purchases using assigned p-card - Reconcile p-card accounts monthly for staff members with p-cards - Manage invoicing process with all caterers and vendors for OUP programs and events - Enter all Marketplace orders; place orders with approved vendors - Process new vendors as needed, including W-4s - Process mailing and FedEx shipping requests - Manage ordering of supplies and items in support of OUP events, programs, and student organizations - Submission of vouchers, travel reimbursements and wire transfers as needed Invoicing and Expense Tracking: - Process invoices for OUP - Process expenses as received through the p-card system - Record OUP expenses in support of budget reconciliation - Prepare and submit account deposits as directed - Monitor and process necessary JVs and Wolf Reports Office Support: - Liaise with OUP staff to manage and complete timely and efficient ordering and delivery of supplies, food, rentals, etc. in support of OUP programs and events ensuring that all orders are placed with approved vendors and ensuring proper use of Marketplace - Liaise with OUP staff to manage and complete timely and efficient ordering of student group related items including name tags, paraphernalia, recognition items, etc. ensuring that all orders are placed with approved vendors and ensuring proper use of Marketplace Administrative/HR Support: - Onboard new OUP EHRA and SHRA staff (office preparation, office keys, phone, IT, system login credentials, business cards, nameplate, etc.) - Onboard new student worker staff - Coordinate hiring procedures for EHRA, SHRA and student worker staff - Coordinate search processes for new staff including arranging of meetings, travel, lodging, evaluations, and feedback as necessary and requested - Liaise with Poole College HR Director as necessary to stay current on university and college HR policy - Serve as 2nd approver for student/temp workers in time reporting system
Department Required Skills: - Ability to work with a dynamic, energetic, fast-paced environment - Excellent verbal and written communication skills - Excellent organizational skills; ability to prioritize and multitask and maintain effective, efficient workflow - Ability to work independently - Position requires the ability to respect and maintain confidentiality and exercise professionalism and discretion in dealing with financial and human resource information
Preferred Experience, Skills, Training/Education: - High School diploma or equivalency and at least three years of progressively responsible experience in financial/administrative roles - Experience with NC State University financial and HR systems (PeopleSoft; Financials) - Experience and comfort with Google Drive suite - Experience and comfort with Microsoft Office suite - Experience working in student services
Necessary Licenses and Certifications: n/a
AA/EOE: NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.
Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148. Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. If highest degree is from an institution outside of the U.S., final candidates are required to have their degree verified at "www.wes.org":http//wes.org. Degree must be obtained prior to start date.
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.