Front Office Administrative Support

The Department of Mechanical and Aerospace Engineering at North Carolina State University (Raleigh, NC) is among the largest and most prominent in the nation. The department offers Bachelor of Science (BS), Master of Science (MS), and Doctor of Philosophy (PhD) degrees in both Mechanical Engineering (ME) and Aerospace Engineering (AE). The department also offers accelerated BS/MS degrees in both programs. Current research specialization in MAE includes dynamic systems and controls, vibrations, biomechanics, design optimization, smart materials and structures, precision engineering, MEMS and NEMS, advanced manufacturing, aerodynamics, UAV flight research, materials, renewable energy, combustion, hypersonics, propulsion, space exploration systems, and computational fluid dynamics.

The MAE department currently boasts 45 tenure-track faculty, six non-tenure track faculty, and 15 staff. The faculty is highly recognized with seven National Science Foundation CAREER Award recipients, four NSF RIA recipients, one NASA Early Career Faculty Award recipient, four ASME Fellows, seven AIAA Fellows, 20 members in the NC State Academy of Outstanding Teachers, and five named professors. The MAE Department has an enrollment of over 1,100 undergraduates and 400 graduate students and has conferred over 4,000 degrees since 2000. The department is housed in Engineering Building III, a four-story, 250,000-square foot facility built in 2010. An annex houses wind tunnels, an anechoic chamber, internal combustion engine dynamometers, and additional research labs. NC State's location on Centennial Campus, combined with its proximity to the Research Triangle Park and neighboring universities, provides extensive opportunities for academic and industrial interaction and collaboration.

The mission of the MAE department is to be a flagship engineering department that benefits all people of North Carolina and the global society by making a profound impact on current and emerging science and technologies; fostering exemplary, synergistic multidisciplinary research and education programs in close partnership with industry and government; providing the environment for innovative professional and scholarly development; and graduating highly skilled, ethical engineers who will thrive in a rapidly changing world and be future leaders in technology and society.

Further information on the department can be found at http://www.mae.ncsu.edu.

Essential Job Duties

The Front Office Administrative Support Specialist serves as the main point of contact for the Department of Mechanical & Aerospace Engineering while providing administrative support to the department, with direct public contact that provides, clarifies and obtains information regarding activities of the Department.

In this role you will serve as the first point of contact for visitors to the front office and reception area within the MAE Department. You will get to serve as a liaison between the Executive Assistant, Business Manager, faculty, and staff for administrative requests and key assignments.

Key responsibilities include but are not limited to:

Office Duties:

• Assisting visitors and processing incoming/outgoing requests;

• Process general office requests for MAE's faculty, staff and students and act as the lead contact person for supply inventory.

• Managing mail distribution by assisting with sending and receiving parcel and packages request;

• Maintain calendars for meeting rooms and process reservations request for faculty, staff and students;

• Assist Executive Assistant with the coordination, set-up and clean-up of departmental events, to include ordering of event supplies and food;

• Managing MAE staff events such as "MAE Lunch and Learn"

Financial Responsibilities:

Assisting the Business Manager, as needed, with financial transactions such as:

• processing voucher payments and journal vouchers,
• Wolf Report System (WRS) reporting,
• depositing checks,
• research undergraduate (REU) payments,
• Other financial related requests as assigned.

Other duties and Miscellaneous:

Performing other duties as assigned, and special projects;

Serve as backup to accounting technician as assigned;

If you are looking for an opportunity to utilize your professional, confidential and positive manner, to provide the highest level of customer service, integrity, and good judgement to support a team of with varied levels of expertise and responsibilities, we encourage you to apply to our position.

Other Responsibilities

Other duties as assigned by MAE leadership.

Qualifications

Minimum Experience/Education

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

Other Required Qualifications

• Ability to provide superior customer service, even in stressful or demanding times.

• Ability to prioritize

• Strong organizational skills

• Must be proficient in Word, Excel, email/calendar software packages.

• Demonstrated experience providing general office support for a high volume office.

• Must have excellent oral and written communication skills.

• Ability to present ideas in a clear, concise, organized manner.

• Ability to explain and interpret programs, policies and procedures to meet the specific needs of department.

• Ability to Compose and organize ideas clearly and professionally works in multiple formats such as letters, memos, email etc.

Preferred Qualifications

Demonstrated work experience at NC State University

Working Knowledge of PeopleSoft

Experience in a multi-faceted high volume environment.

Required License or Certification

NA

Valid NC Driver's License required No Commercial Driver's License Required? No