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Executive Assistant

Job Description

Posting Number

PG192777SP

Internal Recruitment

No

Working Title

Executive Assistant

Anticipated Hiring Range

$50,000 - $55,000

Work Schedule

Monday-Friday; 8am-5pm,

Job Location

Raleigh, NC

Department

University Communications

About the Department

University Communications and Marketing is NC State’s dedicated communications agency. Our team provides leadership, strategy, services, and support to advance the NC State brand and help the university achieve its strategic goals. University Communications and Marketing builds positive relationships between NC State University and its many constituents through strategic internal and external communications that convey the university’s brand identity. Our Business Office team performs the behind-the-scenes tasks that make University Communications and Marketing function seamlessly and efficiently.

What We Do:

Strategic Vision and Oversight
The Chief Communications and Marketing Officer provides strategic direction and vision for University Communications and Marketing.
Human Resources
We assist with all human resources functions, including hiring, performance evaluations, employee relations, and tracking and reporting time.
Facilities and Technology Management
The unit oversees the building and technology needs of University Communications and Marketing, from computers and printers to door locks and office space.
Financial and Budget Operations
Payment, billing, budgeting, and tracking and allocating resources are part of this team’s core responsibilities.

Essential Job Duties

The purpose of the Executive Assistant position is to both provide executive-level administrative support for the Chief Communications and Marketing Officer, provide project and calendar coordination, serve as the primary administrative contact and coordinator for University Communications units within Holladay Hall, and assist in and proactively resolve challenges. The Executive Assistant is responsible for understanding the Associate Vice Chancellor’s priorities and anticipating needs. The position requires the consistent exercise of professional sensitivity, confidentiality, and independent judgment. It also requires a comprehensive knowledge of NC State University and the ability to interpret, communicate, and apply state and university policies and procedures.

This position will also serve as the primary administrative contact for the University Communications units within Holladay Hall. This position will facilitate the administrative and financial support for University Special Events and Development Communications. This position will work closely with communicators and leadership personnel across campus. Responsibilities include but are not limited to:

  • Manage AVC and UCOMM calendars;
  • Monitor department p-card usage and other expenditures;
  • Initiate financial transactions, including vouchers, journal entries, IDTs, etc.;
  • Collaborate with University Special Events to assist with budget monitoring and the oversight of processing financial transactions;
  • Work with the Business Office staff, departmental leadership, UCOMM staff, and partners to facilitate effective processes, maintain internal workflows, and coordinate resource management;
  • Serve as Holladay Hall Facilities Coordinator for UCOMM units;
  • Assist the UCOMM HR Manager with employee onboarding and offboarding;
  • Assist with department budget monitoring and management;
  • Primary contact for external and interdepartmental communications on behalf of the AVC;
  • Work with the Vice Chancellor for Advancement’s administrative staff related to office management and key projects.

Other Responsibilities

  • Manage the CCMO’s calendar, interacting with staff, media, marketing reps, and others;
  • Compose and review correspondence, reports, presentations, and other documents on behalf of the CCMO;
  • Assist vendors and campus partners with questions related to the brand, University Communications goals, and procedures;
  • Validate and process travel authorizations and reimbursements for CCMO and University Communications directors;
  • Create and/or distribute SOPs related to financial or HR correspondence;
  • Administer communications and follow-up actions on behalf of the CCMO and their direct reports;
  • Serve as a Holladay Hall building liaison for UCOMM units by acting as a point of contact for day-to-day maintenance and services;
  • Serve as a liaison with the University Communications and University Advancement Finance and Business offices related to HR and finance functions;
  • Manage projects and initiatives as needed at the request of the CCMO;
  • Stand in for the CCMO as requested at meetings and other official functions;
  • Maintaining an up-to-date filing system in collaboration with the UCOMM Business Office.
  • Other duties as assigned.

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.

Other Required Qualifications

  • Strong interpersonal, verbal communication, and teamwork skills.
  • Proficiency in MS Office, Google Suite, or other email programs and database management systems.
  • Knowledge of applicable policies, procedures, and information systems to communicate and process information.
  • Ability to manage multiple projects simultaneously.
  • Professionalism and judgment, ability to work with a wide variety of people.
  • Exceptional oral and written communication skills.
  • Demonstrated commitment to outstanding customer service.
  • Ability to understand and interpret policy and procedures and take appropriate action.
  • Basic understanding of financial reports and budget management.
  • The range of duties includes, but is not limited to:
    • customer service;
    • budget management;
    • event planning;
    • data analysis;
    • summarizing and reconciling financial data records and facilities management; and 
    • personnel administration.

Preferred Qualifications

  • Associate’s degree or other post-secondary education.
  • Knowledge of database management and reporting, WordPress, or other content management systems.
  • Experience working in a complex non-profit organization, preferably in higher education.
  • At least one year of related office experience and financial administration, or an equivalent combination of training and experience.

Required License or Certification

N/A

Valid NC Driver's License required

No

Commercial Driver's License Required?

No

Job Open Date

10/26/2022

Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.)

11/01/2022

Notice to Applicants

Please make sure the work history listed on your application is identical to the work history provided on your resume.

Special Instructions

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

Position Number

00041588

Position Type

SHRA

Position Classification Band Title

Executive Assistant

Position Classification Band Level

Journey

Position Classification Salary Range

$31,200 - $71,976      

Salary Grade Equivalency

GN10

Alternate Option

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

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

Time Limited Position

No

Time-Limited Appointment Length (if applicable)

No

Is this position partially or fully funded on ARRA stimulus monies?

No

Department Id

081001 - University Communications

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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