Address
Form of work
SalaryClassification Information
Position/Classification Title
Executive Assistant
Classification Type
SHRA
Position required to work during periods of adverse weather or other emergencies:
N - Not Mandatory
Minimum Experience/Education
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.
Preferred Years Experience, Skills, Training, Education
Bachelor’s degree preferred at least one year of progressively responsible administrative/office management experience in higher education.
- Excellent written and verbal communication skills
- Excellent time management and prioritization skills
- Ability to concentrate on multiple problems/tasks
- Proficient in the use of Microsoft Office applications (word, excel, PowerPoint, etc.) and Lotus Notes
- Proficient in the operation of office equipment – computer, copier, multi-line telephone, fax and scanner
Required License or Certification
Position Overview
Primary Purpose of Position
The Executive Assistant to the Associate Vice Chancellor is responsible for the provision of administrative duties and details in the Associate Vice Chancellor’s executive business matters. Duties require administering office activities and varied programs where the internal and external coordination of work requires occasional variation from established procedures. The Executive Assistant is responsible for facilitating the flow of information and assisting the Associate Vice Chancellor in managing projects involving all units in Campus Enterprises. This position manages the Campus Enterprises Administrative Office and provides oversight to the support staff.
Primary Function of Organizational Unit
Campus Enterprises is a visible support unit on the campus providing essential service to students, faculty, staff, parents and visitors. Campus Enterprises is comprised of the University’s self supporting entities. The strategic goal of Campus Enterprises encompasses achieving operational excellence, generating revenue, and providing outstanding customer service satisfaction. In addition, Campus Enterprises provides management support to the intercollegiate athletics program to efficiently and effectively preserve athletic resources as well as fiscal oversight to the Division of Student Affairs and all student driven entities. Organizationally, Campus Enterprises resides in the Division of Business and Finance. The Associate Vice Chancellor reports to the Vice Chancellor of Business and Finance. The department serves a vast and diverse customer-base that consists of eight functional units: Dining Services, Aggie OneCard, University Bookstore, Ticket Office, Mail Center, Vending, Concession and Parking & Transportation.
Work Hours
M-F 8-5, Evenings and Weekends, as needed
Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies.
Key Responsibilities and Related Competencies
Required Competency
Program Knowledge
Duties
- Review completed work for AVC for Campus Enterprises direct reports for adherence to
- Conduct quality check of materials prepared by others for the AVC for Campus Enterprises for
- Oversee distribution of incoming and outgoing mail with applicable postage
- Supervise student workers to include scheduling, leave and approval of work hours
- Generate purchase requisitions as needed
- Responsible for handling sensitive materials with confidentiality
- Coordinate project logistics with all levels of internal management and staff
- Assist with meal plans using CS Gold, Banner and Aggie Access Systems
- Assist with updating information in RevenueVision
- Prepare monthly P-Card reconciliation and travel for the Association Vice Chancellor
- Attend open forums and training sessions as needed to stay abreast of University and
Campus Enterprises
Required Competency
Interpersonal Skills
Duties
- Serve as a primary point of contact for Campus Enterprises using diplomacy and customer
- Foster positive relationships and serve as representative of Campus Enterprises for external
Required Competency
Information/Records Administration
Duties
- Responsible for processing, review and submission of Human Resources forms for permanent,
- Human Resource Liaison for AVC for Campus Enterprises areas to insure staff are updated on
- Maintain inventory of office supplies
- Process ePAF’s and maintain positions for Campus Enterprises areas
- Generate the on-boarding paperwork for temporary employees and student workers
Required Competency
Planning and Organizing
Duties
- Provide executive support for the AVC for Campus Enterprises
- Responsible for managing the calendar and scheduling for the Associate Vice Chancellor
- Perform administrative duties to include maintain files and organizing documents to ensure
- Responsible for the preparation of travel, accommodations, itineraries and all correspondence
- Assist with planning conferences, retreats and annual events for the Associate Vice Chancellor
- Responsible for managing and coordinating meetings and special events for the Associate Vice
monthly and quarterly financial statement meetings
Required Competency
Problem Solving
Duties
- Prevent scheduling conflicts as well as resolve scheduling conflicts with the Associate Vice
- Ensure office equipment is properly maintained and fully functional including scheduling
Required Competency
Communication-Written
Duties
- Responsible for generating excellent written minutes, letters and presentation with proper
- Assist in preparation of complying the annual performance materials for the AVC of Campus
- Generate and transcribe minutes for meetings
Position Information
Working Title
Executive Assistant
Competency Level
Advanced
Position Number
008052
Recruitment Range
$53,452 - $60,000
FLSA
Non-Exempt
Appointment Type
Permanent - Full-time
FTE
If Time Limited, Appointment Length
Organizational Division
Campus Enterprises
Organizational Location
VC for Business & Finance
Organizational Unit
Campus Enterprises - Director's Office
Posting Detail Information
Posting Number
SHRA2545
Open Date
03/15/2024
Close Date
04/12/2024
Special Instructions to Applicant
You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran’s Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T 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. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.
Employee Benefits available to NC A & T permanent employees include the following and more:
Employee Benefits available to NC A & T permanent employees include the following and more:
- Accrued Vacation and Sick Leave for Eligible Employees
- Community Service Leave
- Blue Cross Blue Shield of NC – Health Benefits
- NCFlex – Vision, Dental, Flexible Spending Account, Life Insurance and more
- 12 Paid Holidays
- Teachers and State Employees Retirement System (TSERS)
- Optional Supplemental Plans – 401k, 403b, 457b and 457
- Employee Assistance Program (EAP)
- Campus Recreation Center Discount
- University Bookstore Discount
This position may be eligible for a remote or hybrid work arrangement, consistent with university and state policies. N.C. A&T employees are generally required to reside in North Carolina, within a 2-hour commuting distance of their assigned duty station.
Quick Link
https://jobs.ncat.edu/postings/32255
