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Department: 270101 - Office of General Counsel
Location: Raleigh, North Carolina
Essential Job Duties:
This position serves as the Administrative Specialist for the Office of General Counsel. The Administrative Specialist supports the Business Manager and serves as office support to the Deputy/Associate/Assistant General Counsels and professional staff.
Primary duties of the Administrative Specialist include, but are not limited to the following:
Independently administering and managing comprehensive administrative responsibilities.
Serving as the the first point of contact with visitors and callers, resolving routine and complex inquiries. Contact with internal and external clients, government officials, UNC University System executives, and NCSU administrators is a primary component of the daily tasks.
Managing calendars, scheduling meetings, handling logistics for workshops, coordinate travel arrangements, composing letters, proof reading and editing correspondence and maintaining the office supply and equipment inventory.
Serving as the LAN Tech representative and the first point of contact within the office for technology support (e.g., assisting with Google Mail and Google Calendaring, contacting Help Desk regarding division wide issues or Active Directory issues).
Providing a support role in data collection and analysis of information for annual reports, event planning and day-to-day administrative activities.
Additional duties of the Administrative Specialist include, but are not limited to the following:
Processing small purchase vouchers, reimbursements, large purchase requisitions, travel reimbursements and journal vouchers.
Ordering supplies and equipment, managing the office filing system, creating and finalizing documents.
Basic drafting of documents and response to letters under supervision of the attorneys and business manager.
Reading and sorting of all incoming mail and ensuring that outgoing mail is timely delivered.
Establishing and maintaining calendar and deadline reminder systems and preparing large mailings and photocopying jobs.
This person must have exceptional communication skills and must be able to proofread all letters / reports / correspondence that are sent from the Office of General Counsel.
Scheduling conference rooms and assisting in arranging special events.
Performing data entry and establish and maintain files and databases.
Gathering information to create reports and prepare meeting materials.
Making changes to and updating web pages.
High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
Strong verbal and written skills.
Detail oriented and organized.
Experience with Microsoft Office programs, and Google Applications (or similar software).
Ability to work with spreadsheets and databases to record data used to compile reports.
Outstanding interpersonal and customer service skills.
Must be reliable, dependable, and able to work independently.
Ability to respect and maintain confidentiality and exercise professionalism and discretion when dealing with internal and external constituents.
Must have the ability to pick up new software applications with minimal hands-on instruction and self-train through exploration of an applications features and independent on-the-job training using manuals and on-line general guidance.
Must be able to exercise good judgment and demonstrate initiative and drive for excellence in customer service and product delivery.
Knowledge of higher education environments and understanding of the University system.
Familiarity of Business Operations at NCSU including use of MyPack Portal System, PeopleSoft, Marketplace, CAMS Inventory, PCR-360, or other similar systems.
Candidates with a Bachelors Degree and at least one year of related experience.
Experience in event planning and logistics involving on/off-site meetings.
Knowledge of practices, protocols, and terminology unique to the legal profession.
Notary Public Commission
Required license or certification:
Position Number: 00060576
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.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or firstname.lastname@example.org. Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. If highest degree is from an institution outside of the U.S., final candidates are required to have their degree equivalency verified at www.wes.org or equivalent service. 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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