UTS - Front Desk Coordinator

The Administrative Assistant for the School of Public and International Affairs (SPIA) serves as the primary front-facing representative for a dynamic academic unit within NC State University. This position is the first point of contact for prospective students, current students, faculty, staff, and external visitors, making it essential to maintain SPIA's professional image and reputation for excellent service.

The incumbent will work in a varied-paced environment that depends on academic calendar demands, enrollment periods, and special events. This role requires exceptional communication skills and a commitment to ensuring all inquiries are thoroughly resolved in a timely manner.

Key Responsibilities:

1) Front Desk Operations & Customer Service:

• Serve as the primary point of contact for all inquiries via telephone, email, and in-person visits
• Provide professional, helpful, and accurate information to a diverse population, including prospective students seeking program information, current students needing academic guidance, faculty, staff, and external guests
• Effectively route complex inquiries to appropriate department personnel within our school (Public Administration, Political Science, International Studies, Leadership in the Public Sector, and Public Safety Leadership Initiative departments)
• Maintain a welcoming, organized, and professional reception area that reflects SPIA's commitment to excellence
• Ensure all visitor and communication needs are met with follow-through to resolution

2) Administrative Support & Organization:

• Manage incoming and outgoing mail, packages, and deliveries for the entire SPIA unit
• Coordinate and manage office supply inventory, including ordering, receiving, and organizing supplies
• Assist with event planning and coordination for meetings, workshops, conferences, and special events hosted by SPIA
• Provide logistical support, including room reservations, setup coordination, and vendor communications
• Maintain both physical and digital filing systems with meticulous organization
• Perform data entry, document preparation, and administrative tasks as needed

3) Communication & Technology:

• Demonstrate proficiency in Google Drive/Google Workspace for document management, collaboration, and file organization.
• Prepare, proofread, and distribute various documents, correspondence, and communications
• Manage multi-line telephone systems and email communications professionally
• Provide basic technology support at the front desk and escalate technical issues appropriately
• Maintain accurate records and databases related to unit operations

Is Time Limited Yes If Yes, Appointment Length 8-10 Months Wolfpack Perks and Benefits

As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being.

What we offer:

• Health Insurance for Temporary Employees
• Enhance your career with LEAD courses
• Attend non-revenue generating sporting events for free.

Attain Work-life balance with our Childcare discounts, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community.

Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.

Department Information

Job City & State Raleigh, NC Department

System Information

Classification Title Temporary-Clerical Working Title UTS - Front Desk Coordinator

Position Information

Requirements and Preferences

Work Schedule 30-32 hours per week (4 days/week), with the potential for additional hours during peak periods Other Work/Responsibilities

N/A

Minimum Experience/Education

• High School Diploma

Department Required Skills

• Exceptional communication skills: Outstanding verbal and written communication abilities with a professional, friendly, and service-oriented demeanor
• Customer service excellence: Demonstrated experience in customer service with a proactive approach to problem-solving and inquiry resolution
• Technology proficiency: Strong skills in Google Drive/Google Workspace, Microsoft Office Suite, email systems, and ability to learn additional software
• Organizational excellence: Superior organizational skills with meticulous attention to detail and the ability to manage multiple priorities effectively
• Adaptability: Proven ability to work effectively in both fast-paced and moderate-paced environments, adjusting to varying workload demands

Independence and collaboration: Ability to work *independently with minimal supervision while also functioning as an effective team member

• Discretion: High level of professionalism and ability to handle sensitive and confidential information appropriately

Preferred Years Experience, Skills, Training, Education

• Previous administrative or front desk experience in a university or higher education setting
• Familiarity with NC State University's organizational structure and campus resources
• Experience with event planning and coordination

Knowledge of academic calendar cycles and student services

• Experience with multi-line phone systems and visitor management
• Understanding of FERPA and other educational privacy requirements

Required License or Certification

N/A

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

Recruitment