Administrative specialist Jobs in Winston-Salem, NC

Position Summary

Elevate Your Career at Winston-Salem State University (WSSU). Join the Ramily!

Step into a role where no two days are the same, and your work shapes the future of a thriving university. Winston-Salem State University WSSU is seeking a highly skilled and professional Administrative Support Specialist to support the Chief of Staff at WSSU. This position plays a critical role in the day-to-day operations of the Office of the Chancellor.

The Administrative Support Specialist will provide comprehensive support to the Chief of Staff and the Office of the Chancellor while maintaining the highest level of discretion and confidentiality regarding matters pertaining to the Office of the Chancellor, boards, and officials served by this position. The Administrative Support Specialist must have the highest standards of professionalism and confidentiality, the ability to handle multiple and complex duties under time constraints, and excellent oral and written communication skills. This role will report directly to the Chief of Staff, and maintain effective working relationships with all academic and administrative areas of the university, university officials, University of North Carolina System Office and local, state and federal officials/agencies. This position performs administrative duties for the Chief of Staff and maintains records as it relates to supporting the Board of Trustees, and maintaining the official records of the Office of the Chancellor. Job requires the ability to multitask under time constraints and extended work hours, including some weekends.

The Administrative Support Specialist provides comprehensive administrative support to the Office of the Chancellor at the direction of the Chief of Staff by performing duties that include, but are not limited to:

Coordination of Work

• Managing calendars, scheduling meetings, coordinating events, and arranging logistics. Support the Chief of Staff with calendar and event management as requested
• Serve as a liaison to the Senior Staff, University divisions and departments, and UNC System Office on scheduling matters for the Chief of Staff, as requested.
• Support the coordination of Senior Staff meetings, assist with the preparation and distribution of meeting agendas and materials, oversee meeting logistics, and implement, as needed, follow-through on identified action items and related appointments.
• Assist the Chief of Staff with specialized and confidential duties related to the Board of Trustees and Chancellor’s Executive Staff; including assisting with planning and preparation for board meetings, preparation of materials, meeting site setup, and preparation of official documents and minutes.
• Coordinating workflow and priorities within the office to ensure timely completion of assignments
• Utilizing office technology and systems (e.g., word processing, spreadsheets, email, document management, and Banner-related systems) to support office operations
• Drive vehicle to pick up or drop off packages or other correspondence if necessary

Communication and Correspondence

• Preparing, editing, and formatting correspondence, summaries, reports, presentations, meeting materials, and other documents.
• The position exercises judgment in determining the appropriate format, tone, and level of detail based on the audience and sensitivity of the information. The role requires discretion, sound judgment, and the ability to work with confidential and sensitive information while maintaining accuracy and alignment with University priorities.
• Distributing mail, managing office supplies, and performing general office support functions

Customer Service

• Serving as a primary point of contact for the office by answering office main phone line, greeting and assisting visitors, screening and directing inquiries, and responding to routine and non-routine requests for information.
• Demonstrates the ability to identify routine problems and issues and take appropriate action by applying established policies, procedures, and guidelines.
• Uses judgment to determine when issues can be resolved independently and when they should be referred to the Chief of Staff or other appropriate leadership.
• Responds to standard and recurring situations by gathering relevant information, consulting available resources, and seeking guidance as needed.
• Provides factual information and explains decisions based on established policies, procedures, and program operations.
• Maintains flexibility when priorities shift and supports resolution of issues through collaboration and adherence to prescribed processes.

Travel Arrangements & Logistics

• In accordance with University and State policies and procedures, assists with travel logistics as requested.
• Process timely and accurate expense reimbursement requests related to these requests.

Records Administration

• Maintaining organized electronic and paper filing systems; compiling, organizing, and maintaining confidential records and reports
• Collecting, reviewing, and summarizing information and data for reports and decision-making
• Exercising confidentiality, discretion and professionalism when handling sensitive information

Budget Management

• Manage the departmental budget and oversee the Office of the Chancellor’s funds.
• Monitor expenditures, and research and advise the Chief Staff on budget health, as well as policies pertaining to the appropriate use of funds.
• Collaborate effectively with other administrative staff in the Office of the Chancellor to support continuous enhancements which model the Chancellor’s philosophy of customer service and professional conduct, including the fostering of positive interactions with external constituents, students, faculty, staff, and colleagues.
• Assisting with tracking expenditures, reconciling records, and preparing routine budget or financial documentation as assigned
• Creatively and proactively find solutions within defined boundaries and established parameters.
• Other duties as assigned.

The position regularly interacts with senior leadership, faculty, staff, students, external partners, and the public, requiring tact, judgment, and a high level of professionalism. Position Information

Position Number
Working Position Title	Administrative Support Specialist
Building and Room No.	Blair Hall, Room
Appointment Type	Permanent Full-Time
If Time Limited.	No
Appointment Length.

Requirements and Preferences

Position required to work during periods of adverse weather or other emergencies	Not Mandatory
Normal Work Schedule	Monday – Friday, 8 a.m. – 5 p.m. Some evenings and weekends required.
Department Required Skills	Bachelor’s degree Minimum of four years of progressively responsible and related work experience, demonstrating the highest level of integrity, and serving as senior administrative support for university leadership Exemplary oral and written communication skills, including the ability to interact effectively with high-level officials Demonstrated ability to communicate and build relationships with university college students, faculty, staff, and campus community from a variety of academic, socioeconomic, cultural, disability, and racial/ethnic backgrounds. Demonstrated ability to exercise independent judgment, sensitivity, and confidentiality while handling important information
Preferred Years Experience, Skills, Training, Education	Highly computer literate and comfortable with acquiring new skills, with specific in-depth proficiency in the MS Office Suite. Ability to work/multi-task under time constraints; flexible at setting and revising priorities, and managing multiple projects. Ability to accurately interpret and apply university and system policies.
Required License or Certification
Valid US Driver's License	Yes
Commercial Driver's License Required	No
Physical Required	No
List any other medical/drug tests required