Administrative Specialist II

State of North Carolina•Aviation Building Wake, NC

2d•$41,206 - $72,113•Onsite

About The Position

The North Carolina Department of Transportation (NCDOT) Division of Aviation promotes the economic well-being of North Carolina by developing a safe and robust air transportation system. As the state’s aviation authority, the Division drives N.C. aerospace development, state and federal airport development grant programs, unmanned aircraft systems safety and use, aviation safety education and training, and air transportation that advances state agency missions. The Administrative Assistant to the Director reports to the director of the Division of Aviation. The position plays a confidential administrative support role for the director; manages a fast-paced calendar of meetings, events and deadlines that is constantly changing and often conflicting; manages all human resource and staff training compliance; plans and manages in-person and virtual events; manages travel arrangements and expenses for the director; and builds and maintains effective relationships representing the director and the Division with internal and external stakeholders at all levels of government and business. As administrative support for the director, the position manages the director’s schedule and requests from internal and external stakeholders to ensure requests are scheduled, monitored and delivered on time. This requires monitoring the director’s email to identify requests and deadlines; staying abreast of what is taking place in all Division programs; scheduling meetings; organizing relevant materials and information; keeping the director’s calendar and Management Team’s planning calendar current; and helping the director manage often competing and conflicting requests for meetings and deadlines. This position makes travel arrangements for the director and manages travel and expense paperwork. As HR liaison, the position requires learning about and understanding the complexities of NCDOT HR actions, helping hiring managers develop and submit required paperwork, monitoring each step of the hiring process to report to managers weekly on progress, and coordinating interviews of candidates. The position collaborates with managers to onboard new employees and improve the onboarding process so that new hires are oriented and well prepared to work effectively. On the training side, the position monitors all required NCDOT training, alerts and explains to staff about training requirements, tracks compliance and fulfills and ensures the Division fulfills annual requirements for Equal Opportunity compliance. This position manages planning and logistics for in-person and virtual events, as needed, including working with staff to plan and execute staff events, such as holiday gatherings. This position writes, edits and proofreads materials of all kinds, including memos, reports, emails, invitations, PowerPoint presentations, Excel spreadsheets and communications that support the director’s and Division’s work and projects. This position, along with all Division staff, participates in and contributes to the Division’s strategic planning, tracking and reporting activities focused on advancing the agency’s vision and mission. The Division seeks a highly professional, collegial candidate, who thrives in a fast-paced environment to effectively manage the duties of the position and relationships with the broad range of internal and external stakeholders required to achieve the director’s and Division’s goals. The ideal candidate will be a problem solver who takes initiative, anticipates needs and consequences of actions, asks questions and acts effectively so that projects and tasks are completed well and on time.

Requirements

High school diploma or General Educational Development (GED) diploma and four years of related administrative experience; or equivalent combination of education and experience.

Nice To Haves

Knowledge and expertise using (Outlook, Word, Excel, PowerPoint, SharePoint, Teams), EBS/SAP/Ariba, or other related software.
Experience scheduling and managing calendars, appointments and office workflow to help Division management meet deadlines, appointments and requests.
Experience managing all aspects of the Human Resource function, including hiring, onboarding and exit procedures, serving as a liaison for an HR office and serving as a knowledgeable, confidential and supportive point of contact for employees.
Experience coordinating meetings, managing logistics (room reservations, food, budgets, etc.), preparing agendas and presentations, making travel and event arrangements and managing expense paperwork.
Demonstrated ability to write, edit and proofread materials of all kinds and creating PowerPoint presentations that communicate effectively to a diverse range of audiences.

Responsibilities

Manage a fast-paced calendar of meetings, events and deadlines.
Manage all human resource and staff training compliance.
Plan and manage in-person and virtual events.
Manage travel arrangements and expenses for the director.
Build and maintain effective relationships representing the director and the Division with internal and external stakeholders.
Monitor the director’s email to identify requests and deadlines.
Stay abreast of what is taking place in all Division programs.
Schedule meetings, organize relevant materials and information.
Keep the director’s calendar and Management Team’s planning calendar current.
Help the director manage often competing and conflicting requests for meetings and deadlines.
Make travel arrangements for the director and manage travel and expense paperwork.
Serve as HR liaison, understanding NCDOT HR actions.
Assist hiring managers in developing and submitting required paperwork.
Monitor the hiring process and report progress to managers weekly.
Coordinate interviews of candidates.
Collaborate with managers to onboard new employees and improve the onboarding process.
Monitor all required NCDOT training, alert staff about requirements, and track compliance.
Ensure the Division fulfills annual requirements for Equal Opportunity compliance.
Manage planning and logistics for in-person and virtual events.
Write, edit and proofread materials including memos, reports, emails, invitations, PowerPoint presentations, and Excel spreadsheets.
Participate in and contribute to the Division’s strategic planning, tracking and reporting activities.