Administrative Support and Budget Specialist

North Carolina State University•Raleigh, NC

42d

About The Position

The Division of Academic and Student Affairs (DASA) is where students discover connections and community. It is where students live, where they gather, where they improve themselves, each other, and their university. DASA is where students seek guidance and support, both in and outside of the classroom. The division serves all students at NC State through three integrated components: academic affairs, student affairs, and University College. NC State wants employees to achieve their highest potential at work, learn more about our employee value proposition here (You Belong Here). The Division of Academic and Student Affairs is the place to work for values-driven faculty and staff who are passionate about promoting the success of the whole student. The University College at NC State serves as an incubator for interdisciplinary programs. It is home to a variety of academic units and programs that are uniquely situated in the university structure to engage every undergraduate student. UC faculty and staff, often through collaboration with a broad range of campus partners, provide innovative experiential learning opportunities, centralized curricular and cross-curricular programs, academic support, and other resources that enhance the student learning experience. Timely degree completion and accomplishment of academic and career goals are fostered through interdisciplinary academic programs, academic planning and support, continuous faculty and staff development, and high-impact educational practices. University College is home to two departments, one major, fifteen minors and two certificate programs. Many of the minors are interdisciplinary and represent one of the reasons for creating University College. Courses within University College are taken by every undergraduate student at NC State. 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 Proposition and learn more about what makes NC State the best place to learn and work for everyone. This position serves as a member of the administrative support team for the Division of Academic and Student Affairs (DASA) and reports to the Senior Administrative and Planning Coordinator and provides support to the Senior Associate Dean of University College, the Associate Vice Chancellor/Associate Dean, and the Associate Dean for University College. Executive and administrative support staff execute a variety of administrative and organizational functions that help to support and coordinate, individually and/or collectively, the work of the Senior Leadership Team (vice chancellor and dean, university college deans, associate/assistant vice chancellors, and directors) and provide support in meeting the mission of the division in promoting the success of every student. This position provides primary calendar and administrative support for the day-to-day work of the Senior Associate Dean (Snr AD) and Associate Vice Chancellor/Associate Dean (AVC/AD). This position also serves with other executive and administrative support staff in the shared responsibility of in-person and phone coverage of the Office of the Vice Chancellor and Dean, supporting the work of the Senior Leadership Team (SLT) and individual team members as needed, and facilitating general office and business functions.

Requirements

High School diploma or equivalency and three years of progressively responsible administrative/office management experience; or graduation with an associate's degree in Secretarial Science, Business Administration, or a related discipline and one year of progressively responsible administrative/office management experience; or bachelor's degree, preferably in Business Administration or a related discipline; or equivalent combination of training and experience.
All degrees must be received from appropriately accredited institutions.

Nice To Haves

Experience working in a higher education environment
Excellent communication and organization skills
Ability to multitask and maintain detail focus
Previous experience coordinating complex scheduling and meeting management for executive and/or senior-level administrators
Experience using Google office suite

Responsibilities

Schedule, coordinate, and manage meetings, travel, and other obligations that impact the Senior Associate Dean and AVC/AD's respective calendars and work week.
Regularly review the Snr AD and AVC/AD's respective schedules to ensure appointments include locations and/or video-meeting links; track recurring meetings and appointments and ensure that they are routinely scheduled and not overlooked.
Manage the respective schedules of the Snr AD and AVC/AD to allow time for management of other duties and obligations as leaders of the division and members of the Senior Leadership Team (SLT).
Ensure the Snr AD and AVC/AD have the information and materials necessary for meetings, presentations, events, and other obligations.
Budget oversight for assigned units and projects to include: preparing budget planning and review reports for leadership; reconcile projects and purchasing cards for units within respective portfolios of Snr AD and AVC/AD; process invoices, purchase orders, and contracts; maintain and order supplies and equipment; provide onboarding support for new unit directors, administrators, and staff; fulfill other general office management and administrative functions.
Track recurring projects and deadlines to ensure that projects are completed, deadlines are met, and university obligations are fulfilled.
Work closely and liaise with other executive and administrative support staff in the division to facilitate and support cross-unit projects, collaboration, and senior leadership co-working.
Provide administrative support for committees, workgroups, events, and other Snr AD and AVC/AD projects as assigned.
Updates website content using WordPress, reviews content for accuracy prior to publishing.
Draft and/or proofread written and electronic correspondence on behalf of the Snr AD and AVC/AD as needed.
Provide backup reception, clerical, and administrative support for units as needed.