Administrative Assistant
Job Description
Posting Number
PG193943SPInternal Recruitment
NoWorking Title
Administrative AssistantAnticipated Hiring Range
$47,500 - $52,500Work Schedule
40 hours. 8am-5pm, Monday through Friday. [Flexible work arrangements may be available including flexible schedules and hybrid work location (on campus / remote).]Job Location
Raleigh, NCDepartment
Department of ChemistryAbout the Department
The Department of Chemistry at NC State University provides professional education for chemists at the undergraduate and graduate levels; teaches introductory chemistry courses, which are needed by students enrolled in other department programs; advances the discipline of chemistry by conducting research; serves the public by sharing information about chemistry through a variety of mechanisms and services; and commits to creating environments that are in alignment with our mission, vision and values. Our department is home to award-winning faculty and is one of NC State’s top producers of patent and invention disclosures. More information about the department can be found at https://chemistry.sciences.ncsu.edu/. Please visit our Sciences Strategic Plan and the College of Sciences Culture Charter to learn more about the College of Sciences.
NC State promotes an integrated approach to problem solving that transforms lives and provides leadership for social, economic, and technological development across North Carolina and around the world. NC State’s land grant mission of teaching, research and service is dedicated to the service of North Carolina and its people. Applicants are encouraged to review the institution’s mission, vision and strategic plan, and consider how their background, interest and experience would enable them to support the university.
NC State promotes an integrated approach to problem solving that transforms lives and provides leadership for social, economic, and technological development across North Carolina and around the world. NC State’s land grant mission of teaching, research and service is dedicated to the service of North Carolina and its people. Applicants are encouraged to review the institution’s mission, vision and strategic plan, and consider how their background, interest and experience would enable them to support the university.
Essential Job Duties
This position will provide comprehensive administrative assistance to five research groups on NC State’s North Campus. As of September 2023, the size of these research groups consists of 32 graduate students, 2 postdocs and 3 permanent research personnel. These numbers are likely to grow as faculty acquire new sources of funding to hire additional employees and host visitors.
Responsibilities include, but are not limited to:
Responsibilities include, but are not limited to:
- Assist the Department HR Representative with payroll, personnel, and administrative actions for current employees as well as assist with recruitment and employment of visiting scholars and postdocs for the assigned Research Groups
- Interprets guidelines, answers inquiries and advises research group members regarding processes, services, and operations as applied to sponsored research, and non-standard situations (which the Chemistry Department has on a daily basis)
- Assist the above mentioned Research Groups with ordering supplies, receiving items and processing payments through PCard
- Processing Marketplace orders, purchase orders or vouchers
- Obtaining quotes from vendors for chemicals, supplies, and equipment and discussing details of requirements, arranging returns, repairs and maintenance, as necessary
- Pickup and distribution of weekly mail
- Creating and maintaining various administrative Excel spreadsheets and Google Docs/Drives
- Monitor all financial activities for PIs of the assigned research groups including grant and non-grant accounts
- Provide PI’s with quarterly budget/forecast reports as requested
- Coordinate the scheduling of meetings and draft the associated agendas, including that of seminar speakers and invited guests
- Coordinate travel arrangements and process travel reimbursements for PI’s and the members of their research group and visitors
- Work with department staff and PI’s to update website information for the Department website and the research Groups
Other Responsibilities
Other duties as assigned.
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
- Proficiency with Microsoft Office, Google Environment or similar products.
- Excellent interpersonal, communication and customer service skills.
- Must be organized, work well with others in the department, college, and across the university and enjoy working with students.
Preferred Qualifications
- Prior administrative work experience.
- Familiarity with NCSU practices, policies, and procedures and the campus environment.
- Experience in compliance with university financial guidelines.
Required License or Certification
N/A
Valid NC Driver's License required
NoCommercial Driver's License Required?
NoJob Open Date
04/19/2024Earliest 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.)
04/29/2024Notice to Applicants
NC State University is a great place to work and Raleigh and the surrounding area are a great place to live. Please check out this Candidate Guide for University Employment Considerations which provides information about health coverage, the tuition waiver program, leave options and more!
Special Instructions
Please include as attachments a resume, cover letter, and contact information for at least three (3) professional references.
Please note that the work history on your resume must also be included in your application.
Please note that the work history on your resume must also be included in your application.
Position Number
00110463Position Type
SHRAPosition Classification Band Title
Administrative Support SpecialistPosition Classification Band Level
AdvancedPosition Classification Salary Range
$ 34,602 - $ 58,870Salary Grade Equivalency
GN08Alternate 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)
1.0Appointment
12 Month RecurringMandatory Designation - Adverse Weather
Non Mandatory - Adverse WeatherMandatory Designation - Emergency Events
Non Mandatory - Emergency EventTime Limited Position
NoDepartment Id
170701 - ChemistryAA/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 workatncstate@ncsu.edu.
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.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.
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.
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