Executive Assistant

North Carolina State University, United States

Updated: 5 days ago
Location: Raleigh, NORTH CAROLINA
Deadline: ;

Posting Details
Posting Information


Posting Number PG193340EP
Internal Recruitment No
Working Title Executive Assistant
Anticipated Hiring Range Commensurate with education and experience ($60,000-$70,000)
Work Schedule Monday - Friday ; 8:00 AM - 5:00 PM
Job Location Raleigh, NC
Department Enrollment Management and Services
About the Department
The primary function of Enrollment Management and Services (EMAS) is to support and enhance the total educational experience of NC State students through a commitment to quality service that is responsive to student needs. EMAS seeks to attract and enroll a highly diverse class of new and continuing students with outstanding ability and potential and, subsequently, improve student retention and graduation, which is commensurate with NC State’s goals.
Essential Job Duties
The Executive Assistant reports to the Senior Vice Provost and the Vice Provost in the Division of Enrollment Management and Services (EMAS) and handles details of a complex and confidential nature. 
The Executive Assistant serves as a liaison between the Division of Enrollment Management and Services and the various departments within the division and other academic and administrative units on campus. In this role you will frequently have independent interactions with the University’s Chancellor’s Office, Office of General Counsel and News Services. Additionally, your role will have the opportunity to provide support in five key areas of responsibility. 
Those responsibilities include but not limited to: 
Administrative Support: 
  • Manage calendars for the Senior Vice Provost and Vice Provost.
  • Draft memos and communications at their request.
  • Arrange room locations/reservations and collect agenda items.
  • Compile meeting materials and record meeting minutes.
  • Initiate and guide all human resources actions for the EMAS department.
  • Process travel authorizations and reimbursements.
  • Supervise work-study students.
  • Handle telecommunication and facilities change requests.


Financial Management:
  • Manage the departmental budget with accountability for expenditures.
  • Prepare financial reports as needed and project expenditures/revenues.
  • Reconcile daily deposits and purchase card transactions.
  • Prepare and review bids for large purchases.
  • Maintain supply inventory and procurement processes.

Communication and Liaison:
  • Serve as a liaison between EMAS and other departments/units.
  • Communicate with internal and external audiences on behalf of EMAS.
  • Coordinate divisional activities and external presentations.
  • Field phone calls and manage correspondence.
  • Manage communications with the Chancellor’s Office, Office of General Counsel, and News Services.

Coordination and Project Management:
  • Coordinate divisional activities and ensure alignment with goals.
  • Coordinate meetings and engagements for the Senior Vice Provost.
  • Assist in preparing internal and external presentations.
  • Coordinate with the Vice Provost and Chief of Staff for meeting preparations.
  • Record meeting notes and manage resulting action items.

Compliance and Confidentiality:
  • Ensure compliance with policies and procedures.
  • Maintain confidentiality of sensitive information.
  • Exercise judgment and discretion in handling tasks.
Other Responsibilities
  • Processing travel authorizations and reimbursements.
  • Recruiting and supervising work-study students
  • Telecommunication and facilities change requests
  • Requests for late fee waivers – Has the authority to grant or deny the requests as appropriate.
  • Maintain supply inventory and procurement.
  • Other projects and duties as assigned by the SVP or VP for EMAS

Qualifications


Minimum Education and Experience
High School diploma or equivalency and three years of progressively responsible administrative/office management experience; or graduation with an associate’s degree in Secretarial Science, Business Administration, or a related discipline and one year of progressively responsible administrative/office management experience; or bachelor’s degree, preferably in Business Administration or a related discipline; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
Other Required Qualifications
  • Demonstrated ability to communicate effectively, both written and oral.
  • Excellent interpersonal skills and degree of professionalism
  • Experience managing an administrative office and supporting senior leadership
  • Strong organizational skills and ability to work in a fast-paced office setting
  • Skilled in Peoplesoft, or other enterprise software
  • Computer skills including Google Suite, MS Word, MS Excel
Preferred Qualifications
  • Bachelor’s degree in Business Administration or related field and at least three years of progressively responsible administrative/office management experience, or Master’s degree in Business, Leadership, Higher Education Administration or related field. 
  • Experience and Knowledge interpreting and implementing NC State HR and Financial Policies, Regulations and Rules
  • Working Knowledge of PeopleSoft HR and Financials
Required License(s) or Certification(s)
None
Valid NC Driver's License required Yes
Commercial Driver's License required No

Recruitment Dates and Special Instructions


Job Open Date 04/11/2024
Anticipated Close Date Open Until Filled
Special Instructions to Applicants
Please include a resume, cover letter and contact information for at least three professional references.

Position Details


Position Number 00041265
Position Type EHRA Non-Faculty
Full Time Equivalent (FTE) (1.0 = 40 hours/week) 1.0
Appointment 12 Month Recurring
Mandatory Designation - Adverse Weather Non Mandatory - Adverse Weather
Mandatory Designation - Emergency Events Non Mandatory - Emergency Event
Department ID 321001 - EMAS-Enrollment Mgt & Services
AA/EEO
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. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at the Office of Institutional Equity and Diversity.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or [email protected] .
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.

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