Administrative Services Specialist

2 weeks ago

Raleigh, North Carolina, United States NC State University Full time

Job Posting Information

Posting Number: PG194101SP

Internal Recruitment: No

Working Title: Administrative Services Specialist

Anticipated Hiring Range: $43,048 - $52,957

Work Schedule: M-F, 8:30 am - 4:30 pm. Hybrid schedule available

Job Location: Belk Center for Community College Leadership and Research

About the Department

As one of the nation's premier public colleges of education, NC State's College of Education excels in preparing exceptional educators, conducting transformative research, and engaging with communities to enhance educational outcomes for all learners.

The faculty within the college are recognized as thought leaders, utilizing their research to revolutionize the practices of teaching, learning, and leadership.

Position Overview

The Administrative Services Specialist oversees and executes a range of financial, human resources, programmatic, and administrative tasks for the center. This role reports directly to the Director of Finance and Human Resources.

Financial Management

Initiates financial activities such as voucher payments, purchase order payments, reimbursements, interdepartmental transactions, and other related financial operations.

Facilitates MarketPlace and Purchase Card orders.

Generates invoices for external clients and monitors accounts receivable to ensure timely payment collection.

Maintains grant documentation, including setup and destruction lists.

Orders office supplies, equipment, and other necessities for the center.

Ensures compliance by interpreting policies, rules, and regulations.

Collaborates closely with the Director of Finance and HR to oversee financial transactions, ensuring appropriate and allowable budget expenditures according to university guidelines and business practices.

Liaises with the CED business office and other campus partners to guarantee adherence to university business practices.

Human Resources (Business and Records Administration)

Processes hiring actions within the Human Resources Information System (HRIS).

Manages personnel actions, including job action requests (JAR), employment authorizations (I-9 documentation and Visas), offer letters, and other onboarding-related tasks.

Handles employee changes, separations, and transfers, processing employment actions in HRIS, including position and payroll specifications, contracts, and change notifications.

Assists in maintaining personnel record management.

Center Operations and Support (Planning and Organizing Work)

Acts as the center's on-site building liaison to address any issues that may arise and serves as the point of contact for processing surplus supply requests.

Serves as alternate LanTech support and reports any technical issues that may occur.

Other Responsibilities

Additional duties may be assigned related to financial/budgetary matters and program support.

Participates in Financial, HR, and other business-related meetings.

Qualifications

Bachelor's degree in business administration or a related field; or an equivalent combination of training and experience.

Other Required Qualifications

Demonstrated knowledge of university policies, procedures, and regulations, with a continual desire to learn.

Strong financial and accounting management experience with the ability to effectively process and monitor financial transactions.

Exceptional customer service and communication skills, both oral and written.

Proficient in technology systems and various platforms to support the center's operations in finance and human resources.

Experience with accounting, particularly in sponsored projects.

Ability to make independent decisions, exercising judgment and discretion in interpreting a wide range of administrative policies and procedures.

Demonstrated attention to detail, prioritization skills, and the ability to handle confidential matters accurately and discreetly.

Must be able to work collaboratively in a team environment and possess the ability to analyze and resolve problems independently.

Preferred Qualifications

Demonstrated understanding and application of university policies, procedures, and regulations.

Knowledge of the UNC System and/or NC State community, processes, and protocols.

Experience with PeopleSoft Financials, PeopleSoft HR, and PeopleAdmin systems or similar programs.

Familiarity with post-award financial processes and research administration.

Proficiency in Microsoft Office (especially Word and Excel) and Google Workspace.

Required License or Certification:

Valid NC Driver's License required.

AA/EEO

NC State University is an equal opportunity and affirmative action employer.

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