Administrative Support Specialist

Associates degree, demonstrated possession of the competencies necessary to perform the work. Must be able to work with integrity, a high degree of customer service, professionalism, confidentiality and flexibility. Must be able to handle multiple task. Demonstrated ability and experience working autonomously. Demonstrated ability to quickly learn and become highly proficient with computer programs and systems. Excellent organizational and time management skills; effective verbal, written, electronic communication skills, ability and willingness to work effectively with various campus, county and state program units.

This position provides high-level administrative support to the Chair of Electrical & Computer Engineering ( ECEN) Department in interacting with the public and in assisting students, faculty, staff and alumni with department services and operations. (S)he oversees and administers activities of the department's administrative office including support for academic activities; management; front line reception; communications for the department; office operations; and administrative support to the department chair for day-to-day activities.

This position serves as the front office specialist for ECEN student and Department services, management of office tracking the student progress, and coordinating the communication between students and department, interacting with public and other external stakeholders. This position also develops, implements, and monitors procedures and systems that provide productive and efficient operations while ensuring the department follows university and college administrative policies and procedures.

This position requires knowledge of program policies, procedures and information systems in order to communicate and process information. The range of duties includes, but is not limited to, verifying data, report writing, summarizing and reconciling information, records management, travel claims review and processing, data collection and analysis, research, inventory, personnel administration and fund collection or expenditures. The position requires flexibility and responsiveness to undertake other duties as assigned by the departmental Chair.

The College of Engineering at North Carolina Agricultural and Technical State University invites applications and nominations for this key leadership position. North Carolina A&T State University is a public land grant university that enrolls over 14,000 students.

The College of Engineering, with over 2,500 students, has EAC ABET-accredited undergraduate programs in Architectural, Bioengineering, Biological, Civil, Chemical, Computer, Electrical, Industrial, and Mechanical Engineering, as well as a CAC ABET-accredited program in Computer Science. At the Graduate level, the College has 8 Masters of Science Degree programs, and 5 Doctoral programs. Additional information about the College and the University can be found at www.ncat.edu/coe.

The Department of Electrical and Computer Engineering is one of the largest departments in the College of Engineering. The four programs are a BS in electrical engineering, a BS in computer engineering, an MS in electrical engineering, and a Ph.D. in electrical engineering. There are 18 faculty members in the department. Additional information can be found athttps://www.ncat.edu/coe/departments/ece/index.php.

Effectively communicates in writing and displays editing skills, experience with proofreading, and explaining information to diverse populations. On a daily basis. effectively communicates orally and in written form with visitors, students, board members, faculty, staff (on and off campus), and provides support based on needs. Independently provides direct information regarding inquiries about the department programs & activities in a professional manner, and interacts with the public in general (i.e., University Administrators, Deans, Assistant and Associate Deans, CoE Chairpersons, Faculty and Staff, and other stakeholders, including Salary Administration. Human Resources, Contracts and Grants, Division of Research.

Develop activities to encourage effective working relationships within the department and with stakeholders. Effectively advises students on academic and administrative questions. Interacts in person and responds to written inquiries via email and communicates with students regarding deadlines, status, and other student-related services.

Other communication-related activities include event planning, phone call/visitor/email routing, bulletin board, mailbox, student forms, and department appearance oversight. Looks for improvement in departmental operations in terms of efficiency and effectiveness and performs work with minimal (zero) error rate. Adapts to changes in the work environment. Knowledge of the following: ePAF (Electronic Personnel Action Form); Aggie Mart, Chrome River, the online travel process to submit pre-approval travel authorization, expense reports, and reconcile expense reports. Greets office visitors in a friendly and courteous manner and provides information as requested. Independently assimilates, composes, and organizes ideas logically, in multiple formats such as letters, memos, reports, or presentations, and changes/adjusts style to meet the needs of the ECEN Department Chair to use in a variety of settings (i.e., publications, website, etc.). Reviews sensitive materials and edits content constructively.

Provides high-quality customer service as the front office operations lead, interacting with students, faculty, staff, industry, and alumni..Understands the needs of students, the department, and recognizes how quality service impacts interactions within the College and University. Provides undergraduate student support by working closely with the advisors, chair, and program supports. Trained on Banner (for accessing student records, overrides, and registration of courses), AggiesNav, and DegreeWorks for needed tasks. Answering basic curriculum and course questions, coordinating learning objective surveys using Qualtrics, hosting prospective student visits, maintaining, printing, and distributing promotional material, coordinating and arranging high school visits, preparing digital material, and data entering and managing files for each faculty advising student, ordering textbook and other supplies; and managing workshops and student chapter event reservations.Works with the business manager on purchasing and accounting activities (Aggie Mart and Banner Finance), assists in hosting industrial and academic visitors, and supports the Chair's requests in terms of any tasks/projects assigned, such as assessing and resolving operational and logistical challenges that may impact departmental efficiency.

This role involves proactive problem-solving, such as anticipating scheduling conflicts, addressing communication gaps, and troubleshooting minor technical or procedural issues. These issues may require streamlining administrative workflows, optimizing document management, and responding to unanticipated requests or urgent tasks in a timely manner. Effective problem-solving in this role requires adaptability, resourcefulness, and the ability to implement practical solutions that enhance the department's overall functionality. Applies judgment for problem resolutions based on delegated authority from a supervisor.Provides assistance in the department for faculty business and administration related to travel, watermark, purchases, and processing documents related to student travel, student organization purchases, and employment.

Apply knowledge of the departmental curriculum and operations. Office operations and records administration for student success and to encourage effective working relationships with and among students, parents, faculty, staff, and other external entities such as industrial partners and the alumni. Coordinate with the Dean's office as needed for student, staff, and faculty services.
Applies knowledge of written program policies and procedures that affect operations. Applies knowledge of organizational structure, functions, services, programs, office procedures, and practices. Provides instruction and guidance on routine processes on a regular basis. Advise staff and faculty on university policies on a regular basis. Maintains detailed calendars and records; manages logistics associated with the delivery of program activities and supplies.

Provides high-quality customer service as the front office operations lead, interacting with students and faculty by searching airline schedules, making hotel reservations, submitting pre-approval travel authorizations, expense reports, and reconciling expense reports. Can effectively use mailing services such as sorting, weighing, meters/stamps, and bands by length and girth all outgoing mail according to US Postal regulations. Can prepare certified, express, and insured mail for mailing according to postal procedures. Can process ePAFs for GRA and UG students. Provides excellent documents, reports, proposals, and in-house purchase requests. Can maintains electronic distribution lists of ME and updates electronic mail sent and retrieved, etc. Can operate E-Procurement via Aggie-Mart. Can maintains and files correspondences, records and schedules via OneDrive and/or hard copies. Can coordinate and submit orders for business cards, name tags, stationery and envelopes for ECE..

Front office operations for service to students and department. Direct students to advisors. Direct telephone calls to faculty, staff, and student offices, and other offices on campus. Contact students to ensure their awareness of services available and campus resources. Work with the Chair and faculty to provide operational excellence in the department, advising and leadership in organization of student records and services. Effectively answer standard student questions on academic and administrative questions, and refers non-standard questions to advisors or Chair.
Interact in person and respond to written inquiries via email to communicate with students regarding deadlines, status and other specific needs. Enable to use software for planning and archiving meeting, activities, workflow and work requests.

Knowledge of the following: ePAF (Electronic Personnel Action Form); Aggie Mart, Chrome River, the on-line travel process to submit pre-approval travel authorization, expense reports and reconcile expense reports.

Trained on Banner (for accessing student records, override and registration of courses), AggiesNav, and DegreeWorks for needed tasks

You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran's Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T 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. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.

Employee Benefits available to NC A & T permanent employees include the following and more: