Posting Details

Job Posting Information

Vacancy TypeSHRAIs Internal Transfer OnlyNoTime Limited?NoTime-Limited Appointment LengthTitleAdministrative Support AssociateBand LevelJourneyWorking TitleOffice ManagerSalary Range$31,200 - $50,656Anticipated Hiring Range$32,749 - $35,000Salary Grade Equivalency61Position Number00062109Work ScheduleMonday-Friday; 7 AM-4 PM; and the schedule is subject to change based on workload demands, institutional closings, staffing needs, etc.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).NoFull Time Equivalent (FTE)1.0Department095001 - McKimmon Conf & Training CtrDepartmentMcKimmon Conf & Training CtrJob City & StateRaleigh, NCPrimary Function of Organizational Unit

Continuing and Professional Education (CPE) reports to the Vice Provost for Continuing Education, McKimmon Center for Extension and Continuing Education. CPE is the administrative unit of NC State University with campus-wide responsibility for marketing, managing, and implementing non-credit seminars, workshops, short courses, conferences and in-house training programs. It is the mission of CPE to develop and present viable continuing education and professional development programs to the business, industrial and governmental communities, professional organizations and the general public, according to the identified needs and demands of a changing work force. The CPE staff resides in the McKimmon Conference & Training Center and the staff is responsible for providing space, equipment, and services to adult learners attending seminars, workshops, short courses, conferences, video conferences and webinars. Working with NC State University faculty and academic units. CPE assesses training needs, designs and develops programs and engage with academic/administrative units, delivers programs in the McKimmon Center and other surrounding areas in North Carolina and nationwide.

Client Relations is a unit within CPE located in the McKimmon Conference and Training Center. The Center is an 116,500 square foot facility which is located on the southwest section of the university campus. The Center meets the needs of both small and large conferences (ranging from five to 3,500 people). There are 13 flexible meeting rooms (which can be divided into 20 areas) and four computer labs and one Telecenter. Client Relations is responsible for reserving space and equipment for a variety of educational and professional development programs. The staff of the Client Relations Department handles all types of program support services (e.g. room configurations, administrative and meeting planning service) before, during and after each event.

Essential Job Duties

The Office Manager (OM) performs a variety of complex office support tasks. The OM contacts clients with tentative and pending reservations to obtain client contracts. The OM must be proficient in the use of the Center’s software, Ungerboeck. This position inputs contact information, event notes and event documents using Ungerboeck. The OM is actively involved in preparation of the weekly set-up sheet to include entering information and proofing the sheet. The weekly set-up sheet is the logistical document used by the set-up crew for daily room configurations for all Center programs. This position reviews client evaluation forms to collect program numbers for use in the Center’s statistical reports. The OM assists the Catering Coordinator with organizing caterer information including guaranteed numbers, yearly credentials and caterer invoices. This position serves as the Center contact person on a staff rotational basis for weekend and evening events. The OM manages Center’s social media pages in order to post current and relevant information about the Center.

Other Work/Responsibilities

Other duties as assigned.

Minimum Experience/Education

High School Diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

Departmental Required Skills

Knowledge of Ungerboeck event management software or similar software, Google Docs, Microsoft Word, Excel.

Ability to work both independently and as a member of a team; strong interpersonal and multi-tasking skills; ability to be sensitive to the special needs of a small office (e.g., in communicating about programmatic and registration issues, requesting vacation and other absences, etc.).

Preferred Experience, Skills, Training/Education

Two years of higher education experience.
Four years of office managerial experience in lieu of college.
Knowledge of NC State and University policies and procedures.

Required License or Certification

N/A

Special InstructionsJob Open Date07/16/2019Must 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.)07/23/2019Is this position partially or fully funded on ARRA stimulus monies?NoProposed Hire Date09/09/2019Alternate 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
   • HigherEdJobs.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
   • Higher Education Recruitment Consortium (HERC)
   • Direct Contact from NCSU HR Representative / Recruiter
   • NCSU Employee Referral
   • Social Media (LinkedIn, Twitter, Facebook, Other)
   • Other
2. If you learned about this vacancy from "other source" or "other website", please provide the source.

   (Open Ended Question)

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

   (Open Ended Question)

5. * Please briefly describe your experience with GoogleApps including Gmail, Calendar, Docs/Drive, and Sites. Please indicate whether your experience with these Apps were in a professional environment or for personal use.

   (Open Ended Question)

6. * Please briefly describe your level of proficiency with the MS Office Suite including Word, Excel, Access, and PowerPoint.

   (Open Ended Question)

7. * Describe your administrative support experience such as providing office support, scheduling, and composition of correspondence. Indicate how many people you supported.

   (Open Ended Question)

8. * Please briefly describe your event planning experience in regards tocoordinating event space, event logistics, and etc.

   (Open Ended Question)

Application Materials RequiredRequired Documents

1. Resume
2. Cover Letter

Optional Documents

1. Contact Information for References