Operations Assistant

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 Cooperative.

The central business office Finance & Administration is located in the Office of the Dean.

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 technologies

Responsibilities of the Operations Assistant include but are not limited to:

• Assisting with day-to-day operations and a wide variety of administrative tasks.
• 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 as needed.
• Providing training for PCOM employees on procedures relating to access, procurement, facilities, and other needs.
• Attending training to keep current on policies and procedures.
• 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, etc.
• Assisting in surplus and asset management.
• May specialize in some area of expertise such as travel, event coordination, etc.
• May coordinate some HR activities as directed such as student offer letters.

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).