What are the responsibilities and job description for the Administrative Support and Budget Specialist position at North Carolina State University?
Job Posting Information
Posting Number
PG194769SP
Internal Recruitment
No
Working Title
Administrative Support and Budget Specialist
Anticipated Hiring Range
Commensurate with experience
Work Schedule
Monday-Friday; 8am - 5pm, occasional schedule adjustments as needed
Job Location
Raleigh, NC
Department
University College
About the Department
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.
What we offer:
- Medical, Dental, and Vision
- Flexible Spending Account
- Retirement Programs
- Disability Plans
- Life Insurance
- Accident Plan
- Paid Time Off and Other Leave Programs
- 12 Holidays Each Year
- Tuition and Academic Assistance
- And so much more!
Attain Work-life balance with our Childcare benefits, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community.
Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.
Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.
Essential Job Duties
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.
- 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.
Other Responsibilities
Other duties as assigned.
Qualifications
Minimum Experience/Education
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.
All degrees must be received from appropriately accredited institutions.
Preferred Qualifications
- 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
Required License or Certification
N/A
Valid NC Driver's License required
No
Commercial Driver's License Required?
No
Recruitment Dates and Special Instructions
Job Open Date
11/24/2025
Earliest Close Date- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.)
12/03/2025
Notice to Applicants
Please note that the work history on your resume, must also be included in your application.
Special Instructions
Please upload your resume, cover letter, and contact information for at least three professional references.
Position Details
Position Number
00043521
Position Type
SHRA
Position Classification Band Title
Executive Assistant
Position Classification Band Level
Journey
Position Classification Salary Range
$ 37,306 - $ 86,062
Salary Grade Equivalency
NC12
Alternate Option
If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Full Time Equivalent (FTE) (1.0 = 40 hours/week)
1.00
Appointment
12 Month Recurring
Mandatory Designation - Adverse Weather
Non Mandatory - Adverse Weather
Mandatory Designation - Emergency Events
Non Mandatory - Emergency Event
Time Limited Position
No
Time-Limited Appointment Length (if applicable)
Department Id
246101 - University College
EEO
NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. 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.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. 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.
Salary : $37,306 - $86,062
