United States Job Openings

North Carolina State University

Executive Assistant

Raleigh

FULL TIME

September 12, 2024

Posting Information

Posting Number

PG193672EP

Internal Recruitment

Working Title

Executive Assistant

Anticipated Hiring Range

Commensurate with education and experience ($65,000 - $75,000)

Work Schedule

Monday - Friday, 8 am - 5 pm (work outside of standard hours may be required due to business needs)

Job Location

Raleigh, NC

Department

Office of University Interdisciplinary Programs

About the Department

The Office of University Interdisciplinary Programs is a unit within the Office of the Executive Vice Chancellor and Provost that provides leadership, direction and oversight for the programmatic planning and implementation of universitywide interdisciplinary programs and initiatives. This office builds on successful interdisciplinary efforts that were begun as part of NC State’s 2011-2020 strategic plan.

The office also brings key Provost’s Office units and initiatives that cross disciplinary boundaries together in one place. It fosters and supports partnerships with university-level interdisciplinary programs and oversees the following: the Chancellor’s Faculty Excellence Program, academies, the Biotechnology Program, the Climate Solutions Collaborative, the Coastal Resilience and Sustainability Initiative, NC State Innovation and Entrepreneurship, the Integrative Sciences Initiative (ISI) and Woodson Hall, the Shelton Leadership Center and the Sustainable Futures Initiative.

Essential Job Duties

Employee will manage and maintain the Senior Vice Provost’s (SVP) extensive calendar.
Employee must demonstrate good judgment and knowledge of the University Interdisciplinary Programs unit, University organization, the UNC-System and the Policies, Procedures and Guidelines.
Employee will help to track actions related to the Chancellor’s Faculty Excellence Program.
Employee must be able to interpret and implement policies, procedures and guidelines as they apply to NC State University and the Office for University Interdisciplinary Programs.
Employee should be knowledgeable of processes in working with the office of the Executive Vice Chancellor and Provost.
Employee must be able to anticipate potential problems that could impact the SVP and the Office, and be able to propose and facilitate solutions.
Employee must be able to independently research information and prepare the SVP for meetings, presentations and travel.
Employee works closely with the SVP to support processes related but not limited to areas such as chancellor’s faculty excellence program, matching training grant program and others that may arise.
Employee will manage the information of the Chancellor’s Faculty Excellence program to include formalizing the hiring process, tracking hires and working with communications to update websites and other information as needed.
Employee serves as representative and liaison between the SVP and their direct reporting staff as well as other campus administration.
Employee will help to coordinate OUIP events and programs as appropriate, including but not limited to assisting with background research, event planning or preparation, development of communications materials, and staff support during the event or program.
Employee will independently draft email responses for the SVP. This includes quickly evaluating communications and determining appropriate responses based on detailed and technical program knowledge.
Employee will assist the department leadership team as approved by the SVP.
Employee will be expected to participate in coverage for the Provost’s Office front desk as needed for as long as the office remains in Holladay Hall.
General office management including but not limited to purchasing and management of office equipment/supplies.

Other Responsibilities

Other duties as assigned.

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.

Other Required Qualifications

Demonstrated ability of handling confidential information.
Calendar management experience.
Ability to understand and apply the unit and organization mission and strategic goals, the programmatic nature, and the cultural environment.
Strong communications skills with multiple levels of audiences using a variety of media tools.
Demonstrated ability to work collaboratively on a team among a diverse group of academic and non-academic staff and administrators.
Excellent organizational skills and attention to detail.
Ability to work independently with minimal supervision and a high degree of accuracy.
Ability to multitask.
Provide courteous and professional customer service.
Ability to use discretion and exercise judgment.
Establish and maintain effective relationships with a variety of constituents both on and off campus.
Demonstrated proficiency with google suite, Microsoft Excel, Word, and Power Point.
Ability to learn new software programs and technology.
Ability to organize meetings and events.
Ability to work remotely.

Preferred Qualifications

Professional experience in higher education.
Experience with event planning and execution.
Experience creating and maintaining web content.
Experience in drafting communications and reports.
Budget experience in downloading and understanding expense reports.

Required License(s) or Certification(s)

N/A

Valid NC Driver's License required

Commercial Driver's License required

Recruitment Dates and Special Instructions

Job Open Date

09/12/2024

Anticipated Close Date

Open Until Filled

Special Instructions to Applicants

Please include as attachments a resume, cover letter, and contact information for at least 3 professional references.

Position Details

Position Number

00109456

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

230101 - Interdisciplinary Programs - SVP

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 workatncstate@ncsu.edu.

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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