Immediately Need Administrative Support Associate in Raleigh, NC

Job title: Administrative Support Associate

Company: North Carolina State University

Job description: Please attach a Cover Letter, resume, and contact information for three (3) professional references.



Posting Details



Job Posting Information



Posting Number PG193585SP

Internal Recruitment No

Working Title Administrative Support Associate

Anticipated Hiring Range $31,200 - $36,177

Work Schedule Monday - Friday; 40 hours a week with options for a flexible and hybrid work schedule

Job Location Raleigh, NC

Department Psychology

About the Department



NC State is a research extensive land grant institution serving more than 34,000 students and is located in Raleigh, NC, the state capital (http://www.ncsu.edu/about-nc-state/). This geographical location offers access to major intellectual and cultural resources, including the Research Triangle Park, Duke University, University of North Carolina at Chapel Hill, and the National Humanities Center. The School Psychology is an APA-accredited and NASP-approved Ph.D. program. Additional information about the university (http://www.ncsu.edu/) or the department (https://psychology.chass.ncsu.edu/) may be accessed on the web.



The Department of Psychology consists of 29.5 faculty members, the staff of the advising center, the staff of the Psychoeducational Clinic, and the four members of our office staff, as well as over 750 undergraduate majors and 120 graduate students pursuing their doctoral degrees. The faculty are outstanding scholars, many of whom have won awards for teaching and research and/or are fellows in the major professional societies in Psychology. Faculty have received research grants and training grants from the National Science Foundation, the National Institutes for Health, the National Institute on Aging, the Army Research Laboratory, the Army Research Institute, the Department of Education, and numerous companies.

Essential Job Duties



Responsibilities of the Administrative Support Associate include, but are not limited to:

• Serves as the primary receptionist (front desk) for the Psychology Department;


• Must be able to understand departmental operations and refer students, faculty, staff, and the general public to relevant personnel and resources. Front desk coverage from 8 am-5 pm (Monday through Friday);


• Answer and return phone calls for the department and Psychoeducational Clinic;


• Update electronic signage board and brag board with messages and meeting announcements;


• Copy exams and syllabi for faculty and graduate teaching instructors;


• Scan to PDF materials for faculty and grad student instructors upon request;


• Reserve meeting rooms for faculty/grad students/staff using Google Calendar;


• Process incoming and outgoing mail;


• Place orders for faculty and grad students within the NCSU Marketplace system;


• Place orders using the departmental VISA Pcard for faculty;


• Process Travel Authorizations and Reimbursements for Graduate Students;


• Support and assist with planning and execution of Department events (commencement, prospective student visit day, new student orientation, etc.);


• Place orders for the Psychoeducational Clinic;


• Search Committee Liaison (handles the logistics, room reservations, posting the talk presentations et. al);


• Process requests for Department Head - writing letters, completing forms;


• Submit deposits for the Psychoeducational Clinic;


• Hire PEP students using JAR (HRIS System);


• WolfTime Timekeeper (Bi-weekly employees);


• NEXTGEN Initiator (Graduate Student appointment hiring process);


• Psychology Department's Alumni Database coordinator;


• Maintain and update the Standard Operating Procedures for the front desk;


• Works with the Administrative Support Specialist to assist when workloads are especially heavy or complex;


• Collect syllabus from instructors each semester, scan and file to a shared drive;


• Send out department/building announcements to faculty/grads/staff;


• Psychology Department Work Order Request liaison;


• Keep current faculty mailboxes in Poe 640 and grad student mail;


• Post department events on the Psychology Office Calendar;


• Update Departmental newsletter;


• CAMS Inventory Coordinator;


• Psychology Surplus Coordinator;


• New Faculty Liaison (assist with orders, office/lab set up);


• Work with the Social Media Faculty liaison to develop information to enhance the scope and direction of the Psychology Department's mission.

Other Responsibilities

• Personnel and Financial files maintenance for the Business Services Coordinator


• Other duties as assigned.

Qualifications



Minimum Experience/Education



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

Other Required Qualifications

• Must be proficient using Google Suite, Adobe, Acrobat, Microsoft Word, Adobe Acrobat Pro,


• Excel, PowerPoint, or similar software products;


• Ability to perform routine business transactions using a variety of systems;


• Experience working in a university setting;


• Excellent oral, written, and interpersonal skills;


• Strong prioritization and organizational skills;


• Professional experience working in;


• Administrative support capacity or being a first point of contact in a department or unit;


• Current computer skills including proficiency with word processing, email, web browsers,


• presentation software, spreadsheets, and website maintenance;


• Excellent interpersonal skills and the ability to establish/maintain effective working relationships;


• Ability to work independently as well as part of a team.

Preferred Qualifications



Demonstrated experience in an office environment with office organization responsibilities.



Required License or Certification



N/A

Valid NC Driver's License required No

Commercial Driver's License Required? No



Recruitment Dates and Special Instructions



Job Open Date 09/27/2023

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.) 10/04/2023

Notice to Applicants



Please make sure that the work history you list on your application is identical to the work history listed on your resume. The application must be filled out completely, do not use the phrase ?see resume.?

Special Instructions



Please attach a Cover Letter, resume, and contact information for three (3) professional references.



Position Details



Position Number 00061803

Position Type SHRA

Position Classification Band Title Administrative Support Associate

Position Classification Band Level Journey

Position Classification Salary Range $31,200 - $50,656

Salary Grade Equivalency GN04

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 Non Mandatory - Adverse Weather

Mandatory Designation - Emergency Events Non Mandatory - Emergency Event

Time Limited Position No

Time-Limited Appointment Length (if applicable) N/A

Department Id 164501 - Psychology

AA/EEO



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. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at the Office of Institutional Equity and Diversity.



If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or .



Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. 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 (*). * * 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


• HERC


• 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


• If you learned about this vacancy from "other source" or "other website", please provide the source.

(Open Ended Question) * * 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


• * Describe your knowledge of, and experience with, Microsoft Office products and/or Google applications.

(Open Ended Question) * * Have you ever worked in an Administrative position in a University or College setting?



(Open Ended Question) * * Do you have administrative experience such as providing office support, scheduling and composition of correspondence?



(Open Ended Question)



Application Materials Required



Required Documents * Contact Information for References

• Resume


• Cover Letter


• Resume/CV

Optional Documents

Expected salary: $31200 - 36177 per year

Location: Raleigh, NC

Apply Job!