What are the responsibilities and job description for the Administrative Specialist l position at North Carolina Dept of Natural and Cultural Resources?
Learn about employee perks/benefits: https://oshr.nc.gov/state-employee-resources/benefits
This position is deemed eligible for hybrid telework under DNCR’s Telework Policy.
This Administrative Specialist l provides agency-wide support relating to grants: managing the GO Smart online grant management tool, including application and report builds within the system, training and technical support to staff and constituents, working with the Grants Office to manage the status of applications within the system, and running reports. This position also coordinates all logistics for panel meetings agency-wide, both virtual and in-person. Additionally, this position provides logistical and administrative support for the Artists and Organizations team, the Creative Economies team, and the Grants Office, and is part of the Administrative Services team which works together to support all agency needs.
Key Responsibilities:
- Provides administrative and technical support for the grant-making activities of the Arts Council, primarily as it relates to GO Smart, the agency’s online grants management tool, including but not limited to building, troubleshooting, and editing grant applications and final reports for all grant categories in GO Smart.
- Coordinates and executes logistics for all grant panel meetings, including but not limited to, entering panelist assignments and scoresheets into GO Smart, recording minutes for all panels, coordinating with needed staff member to display work samples and any other needed panel meeting roles, sending out logistics information to panelists for both in-person and virtual meetings.
- Reserves physical meeting space, securing catering, completing a Request for Formal Assembly, and physical set-up and breakdown of space for in-person panel meetings, reserving Zoom or other virtual meeting space for virtual panel meetings.
- Coordinates all guest panelist contracts and reimbursements.
- Assists the Grants Office during periods of elevated workload, including but not limited to processing contracts, payments, and final reports.
- Shares responsibility for agency-wide support tasks such as answering phones, internal logistical coordination and communications, and acting as agency safety co-coordinator.
- Maintains “artist opportunities” webpage and compiling and editing content for the agency’s biweekly “Artist Opportunities” newsletter,
- Supports events planned by other program administrators as needed by taking minutes, assisting with setup/breakdown, running tech, etc.
- Employee actively participates in regularly scheduled meetings of the Administrative Services team, grants program teams as needed, and the entire Arts Council Staff. Occasional travel, evening, and weekend work is required (3-4 times per year).
The North Carolina Department of Natural and Cultural Resources (DNCR) takes care of the things that people love about North Carolina, literally from A to Z. The Arts to the Zoo, and so much else – parks, aquariums, historic sites, archaeology, African American Heritage Commission, science and history museums, the state Symphony, Library, and Archives, historic preservation, land, and water stewardship, and more. These places, and the ideas they represent, create a shared identity in North Carolina. They provide common ground. Everyone is welcome. The Department’s vision is to be the leader in using the state's natural and cultural resources to build the social, cultural, educational and economic future of North Carolina. Our goal is to promote equity and inclusion among our employees and our programming to reflect and celebrate our state's diverse population, culture, and history. We encourage you to apply to become a part of our team.
Please visit our website a www.ncdcr.gov for more information.
Check out this amazing video about our Department.
- Demonstrated experience in planning the logistics of meetings, conferences, workshops and/or other small and large events.
- Demonstrated experience organizing and/or reviewing administrative and program workflow and procedures.
- Demonstrated experience using Microsoft Office Suite (Outlook, Teams, PowerPoint, Excel, Word).
- Attention to detail, strong the ability to communicate effectively orally and in writing.
- Strong ability to effectively handle multiple tasks and be resourceful under pressure.
High school diploma or General Educational Development (GED) diploma and two years of related administrative experience; or equivalent combination of education and experience.
The Department of Natural and Cultural Resources (DNCR) selects applicants for employment based on required education and experience and job-related knowledge, skills, and abilities without regard to race, religion, color, national origin, sex, pregnancy, gender identity or expression, sexual orientation, age (40 or older), disability, National Guard or veteran status, genetic information, political affiliation or political influence.
Please be sure to complete the application in full. Resumes may be uploaded with your application, but will not be accepted in lieu of a fully completed application and will not be considered for qualifying credit. "See Resume" or "See Attachment" will NOT be accepted.
Information should be provided in the appropriate areas, to include the following: Education, including high school and all degrees obtained, Work Experience, and Certificates & Licenses. It is critical to our screening and salary determination process that applications contain comprehensive candidate information.
Answers to Supplemental Questions are not a substitute for providing all relevant information within the body of your application. To receive credit for the supplemental questions, you must provide supporting information within the "Work Experience" section of the application, to support your answers.
Degrees must be received from appropriately accredited institutions. Transcripts, and degree evaluations may be uploaded with your application.
To obtain veterans preference, you must scan and upload a copy of your DD-214 or discharge orders.
Applicants requesting and receiving an accommodation under the Americans with Disabilities Act (ADA) are eligible to submit paper applications via mail or by fax. Please call the human resources office for assistance.
If multiple applications are submitted to an individual posting, only the most recent application received prior to the closing date will be accepted. Applications must be submitted by 5:00 PM on the closing date.
Due to the volume of applications received, we are unable to provide information regarding the status of your application over the phone. To check the status of your application, please log in to your account. Upon the closing date, applications are "Under Review" and will be screened by Human Resources for the qualified applicants. The hiring process may take an average of 6 – 8 weeks.
It is the policy of the State of North Carolina and the N.C. Department of Natural and Cultural Resources that all employees provide proof of employment eligibility (immigration and naturalization) on the first day of employment. We participate in E-Verify (Employment Eligibility Verification System).
CONTACT INFORMATION:
N.C. Department of Natural and Cultural Resources Division of Human Resources
Division Address:
N.C. Department of Natural and Cultural Resources
Division of Human Resources
4603 Mail Service Center
Raleigh, NC 27699-4603
Phone: 919-814-6670
Technical issues submitting your application, please call the NeoGov Help Line at 855-524-5627.
Salary : $36,682 - $42,702