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Posted 3d ago

Administrative Assistant I - North Carolina Military Business Center

@ Fayetteville Technical Community College
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Fayetteville or North Carolina
$49k/yrOnsiteFull Time
Responsibilities:preparing reports, coordinating events, processing requisitions
Requirements Summary:Associate's degree in business/office administration or equivalent; 3 years administrative experience with Microsoft Office, Adobe Creative Suite, WordPress, and Salesforce; duties include reporting, travel coordination, procurement, property control, event logistics, and clerical support.
Technical Tools Mentioned:Microsoft Office Suite, Adobe Creative Suite, WordPress, Salesforce, eProcurement
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Job Description
Essential Duties—Duties may include, but are not limited to, the following:
  • Research, collect, compile, and prepare a variety of key managerial and financial related reports utilizing word processing and spreadsheet software applications
  • Review, research, and summarize a variety of managerial-level and fiscal, statistical, and administrative data, prepare related reports, schedules, and calendars.
  • Research travel arrangements, including accommodation options, rental car, FTCC vehicle and other transportation options. Process conference registrations for NCMBC staff statewide.
  • Prepare travel requests and requests for travel reimbursement for FTCC full-time and part-time staff statewide.
  • Coordinate and assist with departmental hiring processes, including scheduling interviews, serving as a hiring committee member, and preparing hiring documentation for submission to the President for hiring.
  • Determine requirements for expendable and durable office supplies and devices for NCMBC offices statewide; source appropriate products and process appropriate purchasing methods (eProcurement, PCard, etc.).
  • Coordinate requirements for office equipment replacement; coordinate quotes with ITS and outside vendors; and process requisition requests for purchase order acquisition in eProcurement.
  • Manage, maintain, and coordinate with FTCC Property Control for annual inventories of NCMBC equipment statewide and manage internal NCMBC property control across the state; utilize electronic signatures to maintain equipment accountability; evaluate equipment quality and process surplus/obsolete equipment for turn-in and removal from NCMBC inventory.
  • Maintain master files of NCMBC records and copy and distribute materials to appropriate staff. Organize and maintain filing systems.
  • Process all purchase requisitions and PCard transactions for NCMBC staff members statewide: assist the Director of Operations with submission of invoices and receiving reports; and maintain records and files.
  • Receive, sort, and distribute incoming and outgoing business correspondence to: NC General Assembly; local government entities; Community Colleges; NCMBC staff statewide.
  • Perform routine and complex general clerical work including filing, scheduling appointments, duplication, including statistical analyses of a variety of research topics.
  • Provide routine clerical support to Executive Director of NCMBC and Director of Operations.
  • Maintain a daily calendar of meetings for the Executive Director. Screen office visitors and telephone callers; respond to complaints and requests for information on events, deadlines, procedures and precedents relating to responsibilities assigned.
  • Operate a variety of standard office equipment including a computer, scanners, and copier equipment.
  • Maintain and update monthly military transitioning/exiting spreadsheets received from installations.
  • Attend meetings, as required, providing information and reports, and taking minutes of after-action meetings attended and transcribe, as necessary or requested
  • Prepare NCMBC informational packets for meetings with military and business entities as requested by Executive Director of NCMBC as needed.
  • Coordinate logistics for a variety of meetings, prepare schedules and synchronize calendars for NCMBC team members’ meetings.
  • Edit and coordinate the printing of a variety of NCMBC event-related documents and regular office print requests
  • Annually update NCMBC County Fact Sheets for distribution to NCMBC team and external customers (economic developers, Community College presidents, small business centers, etc.).
  • Coordinate and schedule facility use by outside organizations, as needed.
  • Assist NCMBC’s Director of Operations in planning and execution of training and major events.
  • Assist Technology Systems Coordinator, researching contracting award information on federal databases and in correspondence submitted by NCMBC staff; review opportunities sourced by Business Development Professionals for potential “wins:” documents contract award data in NCMBC’s client management database, SalesForce – as needed.
  • Prepare required documentation, in support of the Director of Operations events to include contracts, public service agreements, work orders, audio-visual requests, room requests, and purchase orders for supplies, equipment, and textbooks.
  • Confer with other departments to coordinate events, programs, and schedules; assist in the coordination of luncheons, meetings, conferences, and data collection efforts.
  • Coordinate NCMBC FTCC facility move requests.
  • Initiate and follow up on FTCC Work Orders.
  • Perform special projects and assignments as requested.
  • Perform related duties as assigned