Company: North Carolina State University
Posted on: June 12, 2021
Anticipated Hiring Range
$40,000 - $45,000
Monday - Friday 8:00 AM - 5:00 PM, evenings and weekends as
College of Business Services
About the Department
The Poole College of Management actively engages with industry
and academia to create an innovative and collaborative intellectual
environment that fosters learning, scholarship, and service. Poole
College of Management is comprised of four academic departments:
Accounting, Business Management, Economics and Management,
Innovation and Entrepreneurship. Poole College of Management also
has two academic programs the Office of Undergraduate Programs and
Jenkins Graduate MBA Program.
Poole College also collaborates with seven centers and
initiatives: Executive Education LLS, Business Sustainability,
Center for Innovation Management Studies, Consumer Innovation
Collaborative, Enterprise Risk Initiative, Entrepreneurship Clinic,
Entrepreneurship Collaborative, and Supply Chain Resource
The central business office Finance & Administration is located
in the Office of the Dean.
Essential Job Duties
The Operations Assistant is responsible for providing front-line
customer service and support to the Dean, directors,
administrators, faculty, and staff. The Operations Assistant serves
as a functional generalist, providing resolution on inquiries
related to procurement, financial and administrative needs within
the Poole College of Management as part of the Operations Team
under the supervision of the Operations Manager. The Operations
Assistant utilizes a tracking/management system for requests and
works with the Operations Manager to establish priorities.
Additionally, the Operations Assistant processes items in
accordance with timelines established in service level agreements
(SLAs) and communicates proactively with customers to ensure
exceptional end-to-end processing
The Operations Team is focused on providing high-quality and
cost-effective services to the PCOM community. The Operations Team
provides first contact resolution for fiscal and administrative
requests related, but not limited to, procurement and
administrative support. The Operations Team will field any question
or request brought to them by a customer and provide concierge-type
service to resolve customer needs. They will resolve issues and if
the request/issue requires coordinating an answer from multiple
subject matter experts (SME), then coordinate the response.
The Operations Team will engage with their assigned departments
at meetings and during other opportunities to solicit
questions/issues/concerns and respond accordingly. The Operations
Team will coordinate requests that require SME knowledge and where
no written guidelines/policies/official opinions exist. The
Operations Team will verify the status of transactions, account
status, and other data and is responsible for financial data
accuracy. The Operations Team could possibly share standard reports
upon request. They will also assist with support and training on
self-service tools provided to the customer (e.g., PS Financials,
knowledgebase, etc). The Operations Team works in close conjunction
with the Financial Services Team.
The Operations Team is highly customer service focused on the
areas in which they are responsible and works to resolve all
customer requests. The Operations Team may be assigned certain
responsibility areas at the direction of the Operations Manager.
Although they may be customer aligned, the Operations Team accepts
requests from and resolves issues for all PCOM customers,
regardless of department or unit. The customer should experience
these positions as a single team with equally knowledgeable
resources. This position proactively engages with customers to
identify needs. They serve as the first point of contact for
requests and resolving that request as the first contact, where
possible. The team will also provide customer training and
communications on process roles and responsibilities, tools, and
Responsibilities of the Operations Assistant include but are
not limited to:
- Assisting with day-to-day operations and a wide variety of
- Triaging office visitor needs (dependent on location).
- Implementing efficient business purposes and suggesting
improvements to processes.
- Scheduling or arranging unit meetings including booking rooms,
arranging food orders, etc.
- Sorting and delivering unit mail.
- Monitoring and ordering office supplies.
- Monitoring and distributing office keys and access.
- Providing front-line support for facilities issues.
- Providing high-quality and clear communications to constituents
- Providing training for PCOM employees on procedures relating to
access, procurement, facilities, and other needs.
- Attending training to keep current on policies and
- Reconciling monthly financials for assigned units.
- Entering/conducting all varieties of procurement transactions
such as reimbursements, pcard transactions, travel requests and
reimbursements, marketplace orders, requisitions, wire transfers,
invoices, journal vouchers, ordering parking passes, deposits,
- Assisting in surplus and asset management.
- May specialize in some area of expertise such as travel, event
- May coordinate some HR activities as directed such as student
Perform other duties as assigned by the supervisor.
High School Diploma or equivalency and one year of related
office experience; or equivalent combination of training and
Other Required Qualifications
- Experience in administrative support, office management, or
- Proficient in Microsoft Excel, Word, and PowerPoint, or similar
- Ability to follow a wide range of instructions and to
- Strong interpersonal skills. financials, invoices, journal
vouchers, pcard transactions, marketplace orders, requisitions,
wire transfers, deposits
- Asset Management experience with surplus
- Proficient in Google apps including drive, sheets, and docs (or
High School diploma or equivalency and three years of
progressively responsible administrative/office management
experience; or graduation with an associates degree in Secretarial
Science, Business Administration, or a related discipline and one
year of progressively responsible administrative/office management
experience; or bachelors degree, preferably in Business
Administration or a related discipline; or equivalent combination
of training and experience.
Experience with NCSU accounting, reporting, and financial
systems (or similar softwares).
Required License or Certification
Valid NC Driver's License required
Commercial Driver's License Required?
Earliest Close Date- (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.)
Notice to Applicants
Please make sure that the work history listed on your
application is identical to the work history listed on your
In addition to your application, please submit a resume, cover
letter, and contact information for at least three professional
Position Classification Band Title
Administrative Support Specialist
Position Classification Band Level
Position Classification Salary Range
$31,200 - $53,083
Salary Grade Equivalency
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.
Full Time Equivalent (FTE) (1.0 = 40 hours/week)
12 Month Recurring
Mandatory Designation - Adverse Weather
Mandatory - Adverse Weather
Mandatory Designation - Emergency Events
Mandatory - Medical Emergencies
Time-Limited Appointment Length (if applicable)
Is this position partially or fully funded on ARRA stimulus
200401 - College of Mgmt Acad Affairs
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
firstname.lastname@example.org. 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
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.
Keywords: North Carolina State University, Raleigh , Operations Assistant, Other , Raleigh, North Carolina
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