Operations Coordinator job vacancy in North Carolina State University – Jobs in North Carolina

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Job Details
Company Name : North Carolina State University
Company Location : Raleigh, NC 27607
Job Position : Operations Coordinator
Job Category : Jobs in North Carolina

Job Description :

*** TO APPLY, VISIT: https://jobs.ncsu.edu/postings/174404


The mission of University Advancement at NC State University is to facilitate communication, internally and externally, and to enhance the image of the University; to provide meaningful programs and service to alumni and friends; to seek service-support participation and ambassadorship from constituents; to build and sustain a strong volunteer leadership network; to raise money from private sources; to manage the collection of private gifts for North Carolina State University; to manage effective alumni and development database and gift systems, and to coordinate with the General Administration in areas of government and legislative priorities in Raleigh and Washington.

University Special Events is committed to working with our faculty, staff, students, alumni, and friends to enhance institutional pride, promote brand awareness, and unite the Wolfpack community through the production and management of many of the university’s events and programs. Our primary function is to plan and manage events hosted by the Chancellor and Vice Chancellor for University Advancement. This includes coordinating visits by high-ranking government officials, directing donor relations celebrations, and serving as the liaison to the Office of the Chancellor in scheduling the Chancellor’s participation at events. USE also manages the annual Red & White Week, Founder’s Day, and other University-wide signature events. Special Events also serves in an advisory capacity to divisions throughout the campus community. USE sets the stage for introducing potential donors and advocates to the excellence and innovation that are hallmarks of NC State University programs, faculty, and students. Thousands of donors, dignitaries, elected officials, media, alumni, members of the community, faculty, staff, students, and parents take part each year in events coordinated by University Special Events.

The Operations Coordinator is a vital member of the event planning team. This position is responsible for managing administrative tasks, database information, and project management tools and coordinating the budgetary needs of the office of University Special Events. In addition, this position will work as a financial and administrative liaison between the UCOMM Business Office and the University Special Events team. Daily tasks will focus primarily on crucial event deliverables, including but not limited to mailing lists, invitations, calendar management, and event reservations.

This position will also be responsible for maintaining and tracking each event’s budget and the corresponding financials( contracts, vendor payments, etc.), guest lists, and correspondence with outside vendors and new and future campus partners, including business strategy and coordination. Lastly, this position will serve as the University Special Events’ primary contact for internal and external administrative and business requests and remain current on all university and UCOMM business practices.

The primary responsibilities of the Business Officer include, but are not limited to:

  • Department purchasing card management ( receipt accuracy, reconciliation, deadlines, and procedure management)
  • Invoice and vendor payments
  • Vendor and contract communications
  • Pre and post-event analysis
  • Office inventory and supply management
  • Serve as the office’s key resource for the University’s CRM.
  • Work with the Business Officer to track invoices, IDTs, and other departments/event-related expenses.
  • Collect mail, distribute, enter RSVPs
  • Import, manage, and export data from Social Tables
  • Merge and print event name tags, place cards, menu cards, mailings


  • Bachelor’s degree and one year of experience related to the area of assignment; or equivalent combination of training and experience.

All degrees must be received from appropriately accredited institutions.


  • Strong organizational skills
  • Strong written and verbal communication skills, demonstrated ability to effectively communicate in situations where conflict may arise, and flexibility and awareness of priorities are essential.
  • Strong competence using common digital platforms (Word, Excel, Powerpoint, etc.)
  • Ability to work at a high level of independence and self-motivation
  • Ability to understand, interpret, and apply policies and procedures
  • Demonstrated ability to exercise professional judgment and discretion


  • Professional administrative experience
  • Demonstrated ability to exercise professional judgment and discretion
  • Ability to work in concert with the Directors on budget-related items and assist with the budget/financial paperwork, including open/process purchase orders/invoices
  • Accurately maintain expense datasheets and files.
  • Knowledge of NC State policies and procedures is a plus.
  • Preference is given to candidates with experience in fundraising, giving, or advancement.
  • Graduation from a four-year college or university with one year of experience in event or business administration


NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135. Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

NC 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.

Job Type: Full-time

Pay: $48,000.00 – $52,000.00 per year


  • 8 hour shift
  • Day shift
  • Monday to Friday


  • Bachelor’s (Preferred)

Work Location: One location

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