Front Office Administrative Support

Posting Number:

PG193962SP

Internal Recruitment:

No

Working Title:

Front Office Administrative Support

Anticipated Hiring Range:

$43,500 - $45,000

Work Schedule:

Monday- Friday; 8:00 am - 5:00 pm (no remote work allowed)

Job Location:

Raleigh, NC

Department:

Mechanical & Aerospace Engineering

About the Department:

The Department of Mechanical and Aerospace Engineering at North Carolina State University (Raleigh, NC) is among the largest and most prominent in the nation. The department offers Bachelor of Science (BS), Master of Science (MS), and Doctor of Philosophy (PhD) degrees in both Mechanical Engineering (ME) and Aerospace Engineering (AE). The department also offers accelerated BS/MS degrees in both programs. Current research specialization in MAE includes dynamic systems and controls, vibrations, biomechanics, design optimization, smart materials and structures, precision engineering, MEMS and NEMS, advanced manufacturing, aerodynamics, UAV flight research, materials, renewable energy, combustion, hypersonics, propulsion, space exploration systems, and computational fluid dynamics.
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:

The Front Office Administrative Support Specialist serves as the main point of contact for the Department of Mechanical & Aerospace Engineering while providing Administrative Support to the department, with direct public contact that provides, clarifies and obtains information regarding activities of the Department.
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.
Key responsibilities include but are not limited to:

Office Duties:

• 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”

Financial Responsibilities:
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.

Other duties and Miscellaneous:

Performing other duties as assigned, and special projects;
Serve as backup to accounting technician as assigned;
If you are looking for an opportunity to utilize your professional, confidential and positive manner, to provide the highest level of customer service, integrity, and good judgement to support a team of with varied levels of expertise and responsibilities, we encourage you to apply to our position. Other Responsibilities:

Other duties as assigned by MAE leadership.

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:

* Ability to provide superior customer service, even in stressful or demanding times.
* 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:

Demonstrated work experience at NC State University
Working Knowledge of PeopleSoft
Experience in a multi-faceted high volume environment.

Required License or Certification:

NA

Valid NC Driver's License required:

No

Commercial Driver's License Required?:

No

Job Open Date:

04/24/2024

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.):

04/30/2024

Notice to Applicants:

Please note that the work history on your resume, must also be included in your application.

Special Instructions:

In addition to the application, candidates should attach a cover letter, CV/resume and contact information for three professional references.

Position Number:

00044225

Position Type:

SHRA

Position Classification Band Title:

Administrative Support Specialist

Position Classification Band Level:

Journey

Position Classification Salary Range:

$ 34,602 - $ 58,870

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:

Non Mandatory - Adverse Weather

Mandatory Designation - Emergency Events:

Non Mandatory - Emergency Event

Time Limited Position:

No

Department Id:

140901 - Mechanical & Aerospace Engr

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 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.