Front Office Administrative Support
Job Description
Posting Number
PG193962SPInternal Recruitment
NoWorking Title
Front Office Administrative SupportAnticipated Hiring Range
$43,500 - $45,000Work Schedule
Monday- Friday; 8:00 am - 5:00 pm (no remote work allowed)Job Location
Raleigh, NCDepartment
Mechanical & Aerospace EngineeringAbout the Department
The MAE department currently boasts 45 tenure-track faculty, six non-tenure track faculty, and 15 staff. The faculty is highly recognized with seven National Science Foundation CAREER Award recipients, four NSF RIA recipients, one NASA Early Career Faculty Award recipient, four ASME Fellows, seven AIAA Fellows, 20 members in the NC State Academy of Outstanding Teachers, and five named professors. The MAE Department has an enrollment of over 1,100 undergraduates and 400 graduate students and has conferred over 4,000 degrees since 2000. The department is housed in Engineering Building III, a four-story, 250,000-square foot facility built in 2010. An annex houses wind tunnels, an anechoic chamber, internal combustion engine dynamometers, and additional research labs. NC State’s location on Centennial Campus, combined with its proximity to the Research Triangle Park and neighboring universities, provides extensive opportunities for academic and industrial interaction and collaboration.
The mission of the MAE department is to be a flagship engineering department that benefits all people of North Carolina and the global society by making a profound impact on current and emerging science and technologies; fostering exemplary, synergistic multidisciplinary research and education programs in close partnership with industry and government; providing the environment for innovative professional and scholarly development; and graduating highly skilled, ethical engineers who will thrive in a rapidly changing world and be future leaders in technology and society.
Further information on the department can be found at http://www.mae.ncsu.edu.
Essential Job Duties
In this role you will serve as the first point of contact for visitors to the front office and reception area within the MAE Department. You will get to serve as a liaison between the Executive Assistant, Business Manager, faculty, and staff for administrative requests and key assignments.
- Assisting visitors and processing incoming/outgoing requests;
- Process general office requests for MAE’s faculty, staff and students and act as the lead contact person for supply inventory.
- Managing mail distribution by assisting with sending and receiving parcel and packages request;
- Maintain calendars for meeting rooms and process reservations request for faculty, staff and students;
- Assist Executive Assistant with the coordination, set-up and clean-up of departmental events, to include ordering of event supplies and food;
- Managing MAE staff events such as “MAE Lunch and Learn”
Assisting the Business Manager, as needed, with financial transactions such as:
- processing voucher payments and journal vouchers,
- Wolf Report System (WRS) reporting,
- depositing checks,
- research undergraduate (REU) payments,
- Other financial related requests as assigned.
Serve as backup to accounting technician as assigned;
Other Responsibilities
Minimum Experience/Education
Other Required Qualifications
* Ability to prioritize
* Strong organizational skills
* Must be proficient in Word, Excel, email/calendar software packages.
* Demonstrated experience providing general office support for a high volume office.
* Must have excellent oral and written communication skills.
* Ability to present ideas in a clear, concise, organized manner.
* Ability to explain and interpret programs, policies and procedures to meet the specific needs of department.
* Ability to Compose and organize ideas clearly and professionally works in multiple formats such as letters, memos, email etc.
Preferred Qualifications
Working Knowledge of PeopleSoft
Experience in a multi-faceted high volume environment.
Required License or Certification
Valid NC Driver's License required
NoCommercial Driver's License Required?
NoJob Open Date
04/24/2024Earliest 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.)
04/30/2024Notice to Applicants
Special Instructions
Position Number
00044225Position Type
SHRAPosition Classification Band Title
Administrative Support SpecialistPosition Classification Band Level
JourneyPosition Classification Salary Range
$ 34,602 - $ 58,870Salary Grade Equivalency
GN06Alternate Option
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
140901 - Mechanical & Aerospace EngrAA/EEO
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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