Executive Assistant

North Carolina State University at Raleigh

Raleigh, NC

ID: 7236374
Posted: April 12, 2024
Application Deadline: Open Until Filled

Job Description

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
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