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Operations Assistant

Company: North Carolina State University
Location: Raleigh
Posted on: June 12, 2021

Job Description:

Posting Number
PG191159SP

Internal Recruitment
No

Working Title
Operations Assistant

Anticipated Hiring Range
$40,000 - $45,000

Work Schedule
Monday - Friday 8:00 AM - 5:00 PM, evenings and weekends as needed

Job Location
Raleigh, NC

Department
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 Cooperative.

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 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.

Other Responsibilities

Perform other duties as assigned by the supervisor.


Minimum Experience/Education

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



Other Required Qualifications
  • Experience in administrative support, office management, or similar role.
  • Proficient in Microsoft Excel, Word, and PowerPoint, or similar software.
  • Ability to follow a wide range of instructions and to prioritize workflows.
  • 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 similar software).

Preferred Qualifications

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

N/A



Valid NC Driver's License required
No

Commercial Driver's License Required?
No

Job Open Date
06/02/2021

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.)
06/09/2021

Notice to Applicants

Please make sure that the work history listed on your application is identical to the work history listed on your resume.



Special Instructions

In addition to your application, please submit a resume, cover letter, and contact information for at least three professional references.


Position Number
00104748

Position Type
SHRA

Position Classification Band Title
Administrative Support Specialist

Position Classification Band Level
Journey

Position Classification Salary Range
$31,200 - $53,083

Salary Grade Equivalency
GN06

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.



Full Time Equivalent (FTE) (1.0 = 40 hours/week)
1.0

Appointment
12 Month Recurring

Mandatory Designation - Adverse Weather
Mandatory - Adverse Weather

Mandatory Designation - Emergency Events
Mandatory - Medical Emergencies

Time Limited Position
No

Time-Limited Appointment Length (if applicable)

Is this position partially or fully funded on ARRA stimulus monies?
No

Department Id
200401 - College of Mgmt Acad Affairs

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.

Keywords: North Carolina State University, Raleigh , Operations Assistant, Other , Raleigh, North Carolina

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