Posting Details

Job Posting Information

Vacancy Type SHRA Is Internal Transfer Only No Time Limited? No Time-Limited Appointment Length Title Administrative Support Specialist Band Level Contributing Working Title Administrative Support Specialist Salary Range $31,200 - $53,083 Anticipated Hiring Range $31,200 - $33,800 Salary Grade Equivalency 59 Position Number 00044225 Work Schedule Mon- Fri 8 am - 5 pm Does the regular and recurring schedule of this position result in the employee working more than ½ of their hours between 4 pm and 8 am? (Meal periods do not count). No Full Time Equivalent (FTE) 1.0 Department 140901 - Mechanical & Aerospace Engr Department Mechanical & Aerospace Engr Job City & State Raleigh, NC Primary Function of Organizational Unit

The Department of Mechanical and Aerospace Engineering at North Carolina State University (Raleigh, NC) is among the largest and most prominent in the nation. The department offers Bachelor of Science (BS), Master of Science (MS), and Doctor of Philosophy (PhD) degrees in both Mechanical Engineering (ME) and Aerospace Engineering (AE). The department also offers accelerated BS/MS degrees in both programs. Current research specialization in MAE includes dynamic systems and controls, vibrations, biomechanics, design optimization, smart materials and structures, precision engineering, MEMS and NEMS, advanced manufacturing, aerodynamics, UAV flight research, materials, renewable energy, combustion, hypersonics, propulsion, space exploration systems, and computational fluid dynamics.

The MAE department currently boasts 45 tenure-track faculty, six non-tenure track faculty, and 15 staff. The faculty is highly recognized with seven National Science Foundation CAREER Award recipients, four NSF RIA recipients, one NASA Early Career Faculty Award recipient, four ASME Fellows, seven AIAA Fellows, 20 members in the NC State Academy of Outstanding Teachers, and five named professors. The MAE Department has an enrollment of over 1,100 undergraduates and 400 graduate students and has conferred over 4,000 degrees since 2000. The department is housed in Engineering Building III, a four-story, 250,000-square foot facility built in 2010. An annex houses wind tunnels, an anechoic chamber, internal combustion engine dynamometers, and additional research labs. NC State’s location on Centennial Campus, combined with its proximity to the Research Triangle Park and neighboring universities, provides extensive opportunities for academic and industrial interaction and collaboration.

The mission of the MAE department is to be a flagship engineering department that benefits all people of North Carolina and the global society by making a profound impact on current and emerging science and technologies; fostering exemplary, synergistic multidisciplinary research and education programs in close partnership with industry and government; providing the environment for innovative professional and scholarly development; and graduating highly skilled, ethical engineers who will thrive in a rapidly changing world and be future leaders in technology and society.

Further information on the department can be found at http://www.mae.ncsu.edu.

Essential Job Duties

The Administrative Support Specialist serves as the departmental receptionist with direct public contact that provides, clarifies and obtains information regarding activities of the Mechanical & Engineering Department. The Administrative Support Specialist will be the primary front office administrative support to the department, including but not limited to greeting and directing visitors, answering department main phone line, reserving conference rooms, ordering supplies, maintain supply inventory, maintain office equipment, retrieving supplies as needed, photocopying, posting information, mail distribution, package receiving and distribution, FedEx shipping, organize and maintain files, overall organization and appearance of front office, lobby and department lounge. This position will also provide administrative support for both HR and financial actions, including assistance with journal vouchers, JV’ing FedEx and parking charges, expense monitoring for MAE senior design student labs and award processing, research undergraduate payment processing, coordinating the paperwork for departments visiting scholars, monitoring marketplace receivers, collection of travel paperwork for department visitors and seminar speakers including W-9, assist with making hotel reservations for seminar speakers, P-card ordering and payment assistance, assist Executive Assistant with the coordination, set-up and clean-up of departmental events, and other tasks as directed by the Department Business Officer or Department Head. This position will utilize PeopleSoft financials.

The Administrative Support Specialist performs these duties in a professional, confidential and positive manner, and demonstrates the highest level of customer service, integrity, good judgment, and the ability to work well with a diverse team. Ability to work in a high volume office with multiple interruptions and proactively seek to solve problems as presented by department.

The successful candidate will have superior customer service skills with a strong desire to assist and proactively solve problems. Attention to detail, interact professionally with the diverse NC State community, have the ability and willingness to adapt to changing priorities, ability to organize and prioritize work flow effectively is critical; and the ability to respond to non-routine inquiries with calm, clear thinking.

Other Work/Responsibilities

Other duties as assigned.

Minimum Experience/Education

High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Departmental Required Skills

• Ability to provide superior customer service, even in stressful or demanding times.
• Must be proficient in Word, Excel, email/calendar software packages.
• Demonstrated experience providing general office support for a high volume office.
• Must have excellent oral and written communication skills as well as excellent organizational skills.
• Ability to Present ideas in a clear, concise, organized manner.
• Ability to explain and interpret programs, policies and procedures to meet the specific needs of department.
• Ability to Compose and organize ideas clearly and professionally works in multiple formats such as letters, memos, email etc.

Preferred Experience, Skills, Training/Education

• Bachelor’s Degree, Associates Degree or two year college equivalent, or Vocational or Technical School.

Required License or Certification

NA

Special Instructions Job Open Date 06/14/2019 Must Be Open Until---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.) 06/20/2019 Is this position partially or fully funded on ARRA stimulus monies? No Proposed Hire Date Alternate Option

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

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.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu. 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 equivalency verified at www.wes.org or equivalent service. 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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. How did you learn of this opportunity?
   • NCSU Website
   • NCSU Executive Search Services
   • Monster.com
   • CareerBuilder.com
   • InsideHigherEd.com
   • Other Online Job Board
   • Carolina Job Finder / Employment Guide
   • Job / Career Fair
   • The Chronicle of Higher Education
   • Professional Journal
   • Print Advertisement (Newspaper / Periodical)
   • Professional Organization
   • Direct Contact from NCSU HR Representative / Recruiter
   • NCSU Employee Referral
   • Social Media (LinkedIn, Twitter, Facebook, Other)
   • Other
2. If you selected "Other" for the previous question, please provide the source you learned about this opportunity from.

   (Open Ended Question)

3. * Please select the response below that best describes your experience/education for the Administrative Support Specialist position.
   • High school diploma/GED and at least one year of office support experience
   • Associate's, Bachelor's, Master's, or Doctorate in any field
   • Combination of post high school education and/or experience in office support to equal at least 1 year
   • Did not complete high school but have a combination of high school education and office support experience to equal 5 years (ex. 1 year of high school and 4 years experience)
   • None of the above

Application Materials Required Required Documents

1. Resume
2. Cover Letter
3. Contact Information for References

Optional Documents