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Executive Assistant
Job Description
Posting Number
PG192777SPInternal Recruitment
NoWorking Title
Executive AssistantAnticipated Hiring Range
$50,000 - $55,000Work Schedule
Monday-Friday; 8am-5pm,Job Location
Raleigh, NCDepartment
University CommunicationsAbout the Department
What We Do:
Essential Job Duties
- 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
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
Valid NC Driver's License required
NoCommercial Driver's License Required?
NoJob Open Date
10/26/2022Earliest 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.)
11/01/2022Notice to Applicants
Special Instructions
Position Number
00041588Position Type
SHRAPosition Classification Band Title
Executive AssistantPosition Classification Band Level
JourneyPosition Classification Salary Range
$31,200 - $71,976Salary Grade Equivalency
GN10Alternate Option
Full Time Equivalent (FTE) (1.0 = 40 hours/week)
1.0Appointment
12 Month RecurringMandatory Designation - Adverse Weather
Non Mandatory - Adverse WeatherMandatory Designation - Emergency Events
Non Mandatory - Emergency EventTime Limited Position
NoTime-Limited Appointment Length (if applicable)
NoIs this position partially or fully funded on ARRA stimulus monies?
NoDepartment Id
081001 - University CommunicationsAA/EEO
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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