Administrative Assistant

Administrative Assistant

Bookmark this Posting Print Preview | Apply for this Job

Please see Special Instructions for more details.

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

This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for current or future sponsorship.

Posting Details

Job Posting Information

Posting Number	PG195269SP
Internal Recruitment	No
Working Title	Administrative Assistant
Anticipated Hiring Range	$42,000 - $44,000
Work Schedule	M-F, 7:00 am - 4:00 pm
Job Location	Raleigh, NC
Department	Utilities and Engineering
About the Department	The NC State University Facilities Division is home to nearly 900 professionals who plan, build and maintain the spaces that foster an environment where innovation, learning, and community thrive. Through this work, we help create spaces that empower students, faculty, and staff to reach their full potential. Operating year-round, we manage more than 16.7 million gross square feet of built space and oversee 4,733 acres of campus infrastructure through a series of core departments, each composed of multiple specialized units: Design & Construction Business Operations Campus Operations and Maintenance Campus Planning and Strategic Investment Whether responding to a maintenance request, shaping future facilities or creating spaces that inspire discovery, our team is grounded in excellence, service and stewardship. Join the pack and become part of one of the largest and most respected employers in the state, helping shape the future of our campus community. Take a look below to see what we offer!
Wolfpack Perks and Benefits	As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Propositionand learn more about what makes NC State the best place to learn and work for everyone. What we offer: Medical, Dental, and Vision Flexible Spending Account Retirement Programs Disability Plans Life Insurance Accident Plan Paid Time Off and Other Leave Programs 12 Holidays Each Year Tuition and Academic Assistance And so much more! Attain Work-life balance with our Childcare benefits, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community. Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.
Essential Job Duties	NC State University’s Utilities and Engineering Services unit plays a vital role in keeping campus operations running by producing and distributing steam, chilled water, electricity, and potable water, while maintaining stormwater and sanitary sewer systems across three campuses. The unit also supports energy management, fuel procurement, and campus outreach initiatives.We are seeking an organized, proactive, and service-oriented Administrative Assistant to provide essential administrative and operational support to the Utilities team. In this role, you will work closely with the Unit Director, Engineering Managers, supervisors, and staff to coordinate daily operations, support recruitment and onboarding, manage employee programs, maintain records, and facilitate communication across the unit. You will also help coordinate special projects, events, and office improvements that support team effectiveness.If you enjoy keeping operations organized, supporting people, and contributing to the work that keeps a university running, we encourage you to apply and become part of the NC State Facilities team! Key responsibilities and duties include but are not limited to: Provide administrative support to the Utilities Unit Director, Engineering Managers, supervisors, and staff to support daily operations. Manage scheduling and communications by maintaining the Director’s calendar, coordinating training room reservations, answering calls, and distributing messages. Coordinate employee services by scheduling required medical exams, processing office supply requests, and maintaining administrative records. Dispatch urgent work requests by coordinating emergency AiM work orders with the appropriate Utilities personnel. Prepare and review documents by drafting correspondence, proofreading annual energy reports and building audit reports, and preparing other reports as needed. Administer leave and timekeeping processes by reviewing leave requests and processing monthly timesheets for the Utilities Engineering unit. Coordinate recruitment and onboarding by scheduling interviews, processing hiring documentation, and preparing new employee packets. Manage the new employee mentoring program to support onboarding, engagement, and employee development. Oversee the employee uniform program by coordinating requests, distribution, and related administrative activities. Coordinate special projects and events by supporting unit activities, office renovations, and other projects as needed.
Other Responsibilities	Other responsibilities as needed or assigned.

Qualifications

Minimum Experience/Education	High School Diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.
Preferred Qualifications	Experience providing administrative support in a higher education environment. Experience using PeopleAdmin or similar applicant tracking and recruitment systems. Familiarity with maintenance, utilities, or other facilities operations.
Required License or Certification	Valid North Carolina driver’s license.
Valid NC Driver's License required	Yes
Commercial Driver's License Required?	No

Recruitment Dates and Special Instructions

Job Open Date	10/15/2026
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.)	10/21/2026
Notice to Applicants	Please note that the work history on your resume must also be included in your application.
Special Instructions	In addition to your application, please submit a resume and the contact information for at least three professional references. This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for current or future sponsorship.

Position Details

Position Number	00060886
Position Type	SHRA
Position Classification Band Title	Administrative Support Associate
Position Classification Band Level	Journey
Position Classification Salary Range	$ 33,540 - $ 54,455
Salary Grade Equivalency	NC02
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)	1.00
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)
Department Id	445050 - Utilities and Engineering
EEO	NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity. If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or [email protected]. 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 (*).

1. * How did you learn of this opportunity?
   • NCSU Website
   • Job Alert (automated email from our system)
   • 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)
   • Radio / Television Advertisement
   • 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. * Do you have a High School diploma or equivalent; OR demonstrated possession of the competencies necessary to perform the work?
   • Yes
   • No
4. * Do you have a valid driver's license or the ability to obtain one prior to your start date?
   • Yes
   • No
5. * Please briefly describe your administrative / secretarial experience.

   (Open Ended Question)

6. * Do you have experience as an office assistant (or other similar administrative function) in a university/college setting?
   • Yes
   • No
7. * Are you proficient in MS Office, Word and Excel?
   • Yes
   • No
8. * Do you have "hands on" experience with position management and applicant tracking within PeopleAdmin.
   • Yes
   • No

Application Materials Required

Required Documents

1. Resume
2. Contact Information for References

Optional Documents

1. Cover Letter