FT Administrative Operations Specialist

Primary Purpose of Position

This position provides front-line administrative, financial, and operational support to the Infrastructure Operations & Technology Division under the direct supervision of the Finance & Contracts Manager. The role assists with purchasing and accounts payable processing, budget tracking, records management, state system documentation, and campus event coordination. This position works closely with and supports the Finance & Contracts Manager in executing the day-to-day administrative and financial functions of the division, and serves as a critical continuity resource across key operational workflows.

Essential Job Duties

Administrative & General Support

• Provide day-to-day administrative support across the Infrastructure Operations & Technology Division under the direction of the Finance & Contracts Manager.
• Maintain organized digital and physical filing systems for divisional records, correspondence, and documentation.
• Coordinate meetings and prepare materials, agendas, and supporting documents as directed.
• Record and distribute meeting minutes for divisional and committee meetings as assigned.
• Process incoming mail, invoices, and documentation; route to appropriate staff for review and action.
• Answer and direct telephone and in-person inquiries; provide professional customer service to faculty, staff, students, and the public.
• Perform general office support duties including use of standard office equipment and systems.

Purchasing & Accounts Payable Support

• Assist the Finance & Contracts Manager with processing purchase orders, invoices, and payment documentation in compliance with HCC policies and the NC Purchase & Contract Manual.
• Support PCard reconciliation and maintain required documentation in accordance with college and state requirements.
• Assist with coding, tracking, and routing of utility and service invoices to appropriate staff prior to payment processing.
• Coordinate the receipt of goods and services; notify the Finance & Contracts Manager, Business Office, and originating requestor upon delivery confirmation.
• Maintain organized purchasing records and files including purchase orders, quotes, and receiving documentation.
• Assist with processing emergency No P.O. purchases and support timely retroactive documentation.

Budget Tracking Support

• Assist the Finance & Contracts Manager with tracking divisional budget expenditures and maintaining current account balance records.
• Compile expenditure data and assist with preparation of budget status summaries and reports as directed.
• Support data entry and recordkeeping in the NC Interscope system for capital project financial tracking.
• Assist with tracking HCC utility usage and maintaining records required for annual state reporting.
• Flag potential discrepancies or data entry concerns to the Finance & Contracts Manager for review.

Records & Contract Support

• Maintain organized divisional records including contracts, purchase orders, invoices, meeting minutes, inventory logs, and travel documents.
• Assist the Finance & Contracts Manager with preparation and organization of facility usage contracts and service agreements.
• Support contract routing documentation and ensure files are complete and accurately maintained.
• Assist with travel planning and processing of travel forms for divisional staff as directed.

Campus Event Coordination

• Serve as the primary operational coordinator for campus events under the oversight of the Finance & Contracts Manager.
• Interact with the public, faculty, and staff on scheduling and reserving campus facilities for internal and external events.
• Prepare and process facility usage contracts, invoices, and event-related documentation.
• Maintain the campus events calendar, scheduling system, and associated event records, receipts, and files.
• Coordinate with service departments (IT, Maintenance, Public Safety, Custodial) to ensure event support needs are communicated and fulfilled.
• Arrange room setup, service needs, and logistical support for campus events.
• Direct faculty, staff, and the public to the appropriate personnel for small classroom and facility reservations.
• Open and process incoming mail and payments related to campus events.

Continuity & Coverage

• Cross-train on key divisional financial and administrative workflows to reduce single-point dependency and ensure operational continuity.
• Provide backup support to the Finance & Contracts Manager for critical functions including purchasing, bill processing, and budget tracking during periods of absence or peak workload.
• Serve on college committees and participate in special projects as assigned.
• Maintain a professional, service-oriented work environment and perform additional duties as directed by the Finance & Contracts Manager or Vice President.

Additional Responsibilities

• Adhere to Haywood Community College’s Core Values
• Strive to improve self and department through continuous learning
• Create an employee and a student-centered environment
• Work toward operational excellence; continuous improvement of processes
• Implement innovative strategies to meet the needs of the College community
• Interact with co-workers and perform tasks with the highest level of integrity
• Work cooperatively and communicate effectively with faculty, staff, students, and the community
• Promote and support Haywood Community College’s mission, vision, and values.
• Promote and support positive working relationships.
• Implement a team approach in the performance of tasks; work with others to analyze a situation, establish priorities, and apply resources for solving a problem or accomplishing a task
• Accept responsibility for job performance and assigned tasks; exhibit individual behaviors that support the official goals and objectives of this position, the college and the Enrollment Management department
• Approach problems as a learning opportunity and implement strategies to reduce problems
• Maximize resources to process information; acquire, evaluate, organize, manage, interpret, and communicate information to coworkers, faculty, staff, and student.
• Exhibit flexibility and receptivity to changing technologies, methods, processes, work environments, and organizational structure and practices.

Qualifications

Minimum

• Administrative, financial, or operations support experience
• Strong organizational, time management, and record-keeping skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and standard office systems
• Effective written and oral communication skills; professional customer service orientation

Preferred

• Associate’s degree in Business Administration, Office Administration, or a related field Experience in a higher education, government, or public-sector environment.
• Experience with purchasing, accounts payable, or financial tracking processes
• Familiarity with the NC Purchase & Contract Manual, NCCCS policies, or Colleague/Datatel
• Experience with state systems including Interscope, Colleague, or similar platforms
• Experience coordinating events, facilities scheduling, or campus operations
• Demonstrated ability to manage multiple priorities and work effectively under the direction of a supervisor

Supplemental Information

The following is necessary for consideration:

• Official Haywood Community College employment application online found at our jobs page: . Please call Jamie Hilton at (828)627-4562 with any questions or if you are unable to complete the online application for any reason.
• The application must be complete for consideration - do not reference resume. A resume is suggested but does not take the place of any questions or details that you need to provide in order to be qualified for the position. Unofficial transcripts must be included for the application process. Most unofficial transcripts can be downloaded from college/university websites. Official transcripts of all secondary education must be submitted to Human Resources within 10 days of any offer of employment.
• References may not be a current HCC employee. Candidates must provide three professional references with email addresses. At least one reference must be a current or previous supervisor.
• College screening committee is responsible for application review, interviews, and recommends the candidate to HR. Upon completion of the hire process in HR, President approval is required in the hire of a candidate.
• HCC is a tobacco free campus

Haywood Community College provides equal employment opportunities to all employees and applicants for employment without regard to race, religion, color, national origin, sex, gender, gender identity, sexual orientation, age, disability, genetic information, political affiliation or status as a covered veteran in accordance with all applicable federal, state and local laws. Upon request, the College will make reasonable accommodations for qualified individuals with disabilities so that they may be able to perform the essential functions of their job unless doing so would result in an undue burden for the College.

Haywood Community College (HCC) is part of the North Carolina Community College System and is accredited by the Southern Association of Colleges & Schools Commission on Colleges (SACSCOC). Founded in 1965, it is an open-door institution with the mission to foster an environment that meets the educational needs of the communities it serves, promotes student success in higher education and in the workplace, and facilitates economic development. This includes programs for Haywood County high school students through Career and College Promise and Haywood Early College. The college campus, a designated arboretum, boasts one of the most beautiful college campuses in the state with an iconic mill pond, a productive greenhouse, dahlia gardens, an orchard garden and a rhododendron garden.