Administrative Assistant

About the role

The Poole College of Management Career Center is seeking a highly organized, customer-focused Administrative Support Associate to serve as the operational hub of our office. This position plays a vital role in delivering exceptional service to students, employers, faculty, staff, and campus partners while ensuring the efficient day-to-day operations of the Career Center.

Responsibilities

• Serve as the first point of contact for students, faculty, staff, employers, alumni, and campus visitors by providing professional and responsive customer service.
• Manage the daily operations of the Career Center front desk, including phone, email, and visitor support.
• Recruit, train, schedule, and supervise student employees to ensure consistent front desk coverage and exceptional customer service.
• Absorb and assist with office scheduling.
• Maintain departmental calendars, meeting agendas, and meeting minutes.
• Develop, update, and maintain standard operating procedures and shared departmental resources.
• Coordinate student appointments and assist with office scheduling.
• Support employer engagement activities, including posting opportunities in ePACK, scheduling employer events, and generating reports.
• Cook up logistics for workshops, career fairs, employer visits, and other Career Center events.
• Arrange meeting spaces, catering, parking permits, technology, transportation, and vendor services.
• Maintain office, event, and technology supplies.
• Update Career Center website content as needed.
• Support the daily administration of the Career Center’s annual operating budget.
• Track expenditures and maintain accurate financial records.
• Process invoices, payments, reimbursements, contracts, and vendor onboarding in collaboration with the Office of Business Services.
• Serve as the department Purchasing Card (P-Card) holder and reconcile monthly transactions.
• Prepare invoices and manage payments from employer partners for sponsorships, registrations, and other Career Center services.
• Partner with Career Center leadership to monitor expenditures and ensure financial accuracy and compliance with university policies.
• Support special projects and initiatives that advance the mission of the Career Center.
• Aid in continuous improvement of office processes and procedures.

Qualifications

• High School Diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.
• Knowledge of NC State processes.
• Knowledge of career series information management platforms (Symplicity, GradLeaders) is strongly preferred.
• Experience with event planning.
• Experience in Higher Education.
• Valid NC Driver's License required.