Administrative Assistant Job at NC State University in Raleigh

Posting Number: PG195442TM

Position Number: 47WDADMIN0925

Position Type: Temporary

Overview

The primary purpose of this position is to support and provide redundancy for the Dining administrative office and its daily functions. This position serves as the main point of contact for the administration office, managing their phone line and email account. Project based work may be involved from time to time, but the majority of this position’s work will be supporting daily administrative and data entry tasks.

Responsibilities

• Manage the NC State Dining multi-line phone and email accounts, providing clear and accurate responses to public inquiries regarding dining policies and procedures. Adjust communication style to ensure understanding by the customer.
• Synthesize and communicate information from Dining Directors and Senior Director to other key stakeholders within and outside of the department to ensure a clear understanding by audience.
• Contact service recipients, vendors, or clients to provide or obtain information.
• Assist with creation of agendas and minutes of meetings including departmental staff meetings, committees, projects and initiatives.
• Maintain detailed knowledge of Dining’s offerings including but not limited to, meal plans, dining locations, and ordering platforms
• Assist with management and processing of purchasing invoices
• Compile, clean, organize, and enter data into various software systems
• Assist in managing integrity of Dining databases (food management database, menu board software, POS database, etc.)
• Support daily function and management of scheduling software system
• Serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures
• Ability to learn and maintain knowledge of specialized software
• Support the daily administrative functions and long-term business needs of the multifaceted and dynamic Dining Operations
• Collect, compile, organize and synthesize various information/data for departmental use
• Manage relationships and business processes that span multiple administrative departments within Campus Enterprises and University divisions such as Purchasing, Transportation, Public Safety, etc.
• Maintain Wake County, City of Raleigh and ABC permit as well as liability insurance
• Maintain dining hours of operation and calendar of events
• Understanding of University purchasing procedures and adhere to purchasing guidelines and make purchases in the Marketplace. Process vendor orders and payments
• Assist with management of the Dining vehicle fleet including ordering parking passes and managing vehicle tracking system
• Maintain Dining’s shared file system structure and organization on the network and in Google folders
• Manage the maintenance of Dining’s administrative office space
• Place work orders and coordinate planned maintenance and repairs
• Assist with making travel arrangements for dining personnel
• Other duties as assigned to ensure NC State Dining business needs are met. Position may be asked to assist in other locations as necessary.

Qualifications

• Minimum Experience/Education: High School Diploma or equivalency. Demonstrated possession of the competencies necessary to perform the work will also be considered.
• Department Required Skills: Able to work in a fast-paced environment. Strong written and verbal communication skills to effectively communicate with customers, peers, and supervisors, and professionally communicate with multiple levels of employees within the university. Must follow written and verbal instructions. Provide outstanding customer service, including the ability to remain professional and respectful under pressure when dealing with difficult situations, to the team and customers. Demonstrated excellent organization skills. Accurate data entry and timely completion of data entry. Excellence in completing all tasks and performance goals. Must be able to professionally collaborate with colleagues and be part of a team environment.
• Preferred Years Experience, Skills, Training, Education: Previous work experience in an auxiliary enterprise and hospitality organization. Knowledge of purchasing, contract administration, accounting, and human resources policies, operating procedures, and/or best practices. Experience with database systems. Experience with data analytics.
• Required License or Certification: N/A
• Valid NC Driver's License required? No
• Commercial Driver's License Required? No

Compensation and Scheduling

Anticipated Hiring Range: $18.00/hr

Work Schedule: 40 hours, Monday-Friday, 8:00am-4:30pm

Additional Information

NC State Dining provides campus-wide food services to students, staff, and faculty on the North Carolina State University Campus. The department operates multiple dining venues and employs a mix of temporary, student, and permanent staff.

Job Open Date: 09/08/2025

Location: Raleigh, NC

Department: NC State Dining

Classification Title: Temporary-Clerical

Working Title: Administrative Assistant

Is Time Limited: No

Notes: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within links offered. Final candidates are subject to criminal & sex offender background checks. Some vacancies may require credit or motor vehicle checks. E-Verify is used for employment eligibility; see E-Verify information for details.