Administrative Support Specialist

Posting Details

Classification Information

Position/Classification Title Administrative Support Spec Classification Type SHRA Position required to work during periods of adverse weather or other emergencies: N - Not Mandatory Minimum Experience/Education

High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Preferred Years Experience, Skills, Training, Education

Bachelor's degree and at least three to five years of office/clerical experience; or equivalent combination of training/experience.

• Able to answer multi-line telephone.
• Organize meetings, trainings, etc.
• Communicate with all levels of internal and external customers
• Maintain department inventory (e.g., equipment, office supplies, etc.)
• Assist with staff with inquiries from customers (internal/external) about procure to pay functions, eprocurement system, and other related topics that relate to procure to pay processes.
• Efficient in using Microsoft Suite Products (i.e. Word, Excel, Outlook, PowerPoint)
• Efficient in using Adobe (e.g. creating documents, editing documents, etc.)

All degrees must be awarded by an appropriately accredited institution.

Required License or Certification

Position Overview

Primary Purpose of Position

This position shall serve as an Administrative Assistant for Procurement Services in the Division of Business and Finance.

This position shall be responsible for assisting the Procurement Services Department in the day-to-day operation of its required functions.

This position shall serve (in most cases) as the initial contact for Procurement Services and will provide support in customer service, scheduling meetings/appointments, conference calls, teleconferences, trainings etc.. The position shall also be responsible for maintaining selected files for the Department, working closely with the staff and management to ensure maintenance of the overall filing system, office equipment/supplies are ordered and available as necessary. This position will be required to assist with maintaining inventory files.

In addition to performing other related duties/tasks as required.

Primary Function of Organizational Unit

The Procurement Services Office provides direction over the procurement activities within NC A&T State University, including purchasing and administration of the procurement card. Managing all procedural aspects of purchasing activities within state/federal laws, NC Division of Purchase and Contract rules and regulations and university policy and procedures. Communicates with customers (internal/eternal) suppliers to acquire products and services at the best value for the university.

Work Hours 8:00 a.m. - 5:00 p.m. Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies. On-site (Employees are primarily in the office and/or have a critical job requirement that requires dedicated office space on-site)

Key Responsibilities and Related Competencies

Required Competency Program Knowledge Duties

Understands the responsibilities and services of the department and applies this knowledge to interface with other offices, departments, and businesses.

Required Competency Communication - Verbal/Written Duties

Ability to convey clear and concise information.

• Communicates routine and general information to teammates, faculty/staff, students and/or public about procurement services, processes and procedures using prescribed or established guidelines.
• Screens and directs customers/visitors to appropriate source.
• Responds to questions/issues that deviate from standard operating procedures by determine and consulting appropriate resources such as policies, manuals, or staff.
• Responds to request for procedural information.
• Schedules and coordinates appointments, meetings and events for department staff and management.
• Composes written communication with little guidance using standard formats.

Required Competency Office Technology Duties

• Ability to use a variety of office equipment (e.g. multiline telephone, computer with Microsoft Office Suite, multi function/copier).
• Operate and perform tasks to maintain equipment with a general understanding of its capabilities.
• Understands and fully applies features of a variety of software programs, machines or office equipment.
• Serve as the point of contact and administrator to assist with the procurement services website and any other social media accounts developed for the department.
• Operates the video conferencing/teleconferencing technology available for various departmental meetings.
• Assist with the maintenance of the Procurement Services web pages.

Required Competency Administrative Duties Duties

Provides administrative support for the University's contract management platform. Assists users with system navigation, submission procedures, status inquiries, and access requests. Maintains user permissions and approval-role assignments as directed. Assists with monitoring submissions, identifying routine processing issues, communicating administrative corrections, scheduling training, and distributing training materials. Escalates technical, workflow, routing, policy, and contractual matters to appropriate staff. Maintains accurate records and protects confidential contract and user information. Performs related duties as assigned.

Required Competency Customer Service Duties

Receive visitors and callers at the front desk.

• Navigating conversation with call ins and walk ups that do not know exactly what they want or need.
• Assisting with inquiries from clients regarding the eprocurement system "AggieMart," the ERP system "Ellucian Banner."
• Providing factual and accurate information and explanations based on procurement policy guidelines and procedures.
• Providing professional and positive interactions with clients, students, staff and suppliers,
• Responding calmly to people under stress or expressing displeasure.
• Probing for details in order to accurately assist customers.
• Explaining the services provided by Procurement Services, and directing clients to the appropriate internal/external source for assistance as required.
• Assist with administrative task in reference to PCard. Duties such as receiving, logging and filing etc.

Position Information

Working Title Administrative Support Specialist Competency Level Advanced Position Number 000198 Recruitment Range $43,206 - $48,000 FLSA Non-Exempt Appointment Type Permanent - Full-time FTE 40 hours/week, 12 months If Time Limited, Appointment Length Organizational Division VC for Business & Finance Organizational Location VC for Business & Finance Organizational Unit Procurement Services

Posting Detail Information

Posting Number SHRA3293 Open Date 11/02/2026 Close Date 11/20/2026 Special Instructions to Applicant

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;

• Accrued Vacation and Sick Leave for Eligible Employees
• Community Service Leave
• Aetna - State Health Benefits of North Carolina
• NCFlex - Vision, Dental, Flexible Spending Account, Life Insurance and more
• 12 Paid Holidays
• Teachers and State Employees Retirement System (TSERS)
• Optional Supplemental Plans - 401k, 403b, 457b and 457
• Employee Assistance Program (EAP)
• Campus Recreation Center Discount
• University Bookstore Discount
• and more

This position may be eligible for a remote or hybrid work arrangement, consistent with university and state policies. N.C. A&T employees are generally required to reside in North Carolina, within a 2-hour commuting distance of their assigned duty station.

Quick Link https://jobs.ncat.edu/postings/42069

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Please describe your approach to customer service:

(Open Ended Question)

• • Please describe your level of proficiency in Microsoft Office (i.e., Word, Excel, PowerPoint, Publisher).

(Open Ended Question)

Applicant Documents

Required Documents

• Resume
• Cover Letter

Optional Documents

• Letter of Interest