Executive Assistant

Posting Details Position Information Position/Classification Title Executive Assistant Working Title Executive Assistant Competency Level Journey Position Number 100380 Salary Grade Equivalent 62 FLSA Non-Exempt Appointment Type Permanent - Full Time FTE 1 = 40 hours/week, 12 months If time limited, duration date Department Hiring Range $37,306 - $61,785 EEO-1 Category Administrative Support Workers SOC Code 11-1021 - General and Operations Managers Position Overview Primary Function of Organizational Unit To provide administrative support to the Dean and the School of Library and Information Sciences Leadership Team (Associate Dean and Program Directors) students, alumni and related persons and offices on campus and within the NCCU community Primary Purpose of Position The primary purpose of the position is to provide executive-level administrative support to the Dean of School of Library and Information Sciences, other administrators and faculty as requested in consultation with the Dean.
This position requires a high level of analytical skill, independence, and initiative in execution and implementation.
The candidate will assist with the management of the Dean’s communications to include composing correspondence for and on behalf of the Dean.
Duties also include coordinating travel arrangements, providing personnel administration and administering fiscal management, grants management, budget management, managing the office, and serve as the HR liaison this position will oversee the advertisement, recruitment and hiring of new positions, including managing job applications and communicating with candidates and NCCU Human Resources.
The Executive Assistant will work closely with senior university administrators, campus departments, and external and internal constituents to assist with the Dean’s meeting logistics.
The applicant will use computer-based software applications including spreadsheets, customer relationship management software, web pages, social media software, project management software.
Required Knowledge, Skills, and Abilities The successful candidate must have a great attitude and possess a working knowledge of Banner Finance or an equivalent system in order to initiate, process, monitor and maintain financial transactions and records; knowledge of Microsoft Office (Word and Excel, Publisher, PowerPoint) with comfort in using simple queries, pivot tables, mail merge, citation tools, document formatting, tables, utilized in the production of the various documents, reports, presentations and informative materials; knowledge of planning and developing educational programs and projects; knowledge of professional protocol in communicating to a diverse population; ability to plan, design, and promote measures of evaluation, particularly with respect to tests, research projects, statistical analysis, and other research procedures; ability to review and ensure consistency in standards across projects and academic years; ability to work independently and collegially with team members with little or no supervision and to take initiative and see a project through.
Excellent written and oral communication skills; requires excellent editing; analytical and organizational skills with the ability to prioritize work; organizational and problem-solving skills.
Minimum Education/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.
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All degrees must be received from appropriately accredited institutions.
Licenses or Certification required by Statute or Regulation N/A Equal Opportunity Employer North Carolina Central University is an equal opportunity and affirmative action employer.
All qualified applicants will receive consideration for employment without regard to age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or status as a protected veteran.
Work Hours Monday - Friday 8-5 and as needed for SLIS related activities Position required to work during periods of adverse weather or other emergencies No Campus Security Authority Designated Position No Key Responsibilities and Related Competencies Required Competency Interpersonal Skills Duties Ability to clearly convey, persuade, and negotiate information and ideas to individuals and groups; communicate to coordinate the completion of tasks; work with individuals to solve problems and make process improvements; be a voice of encouragement to others.
Will need competency in using computer and software tools.
Required Competency Knowledge - Program Duties Understanding and awareness of program services, policies, procedures, laws, rules, and regulations.
Ability to demonstrate and apply knowledge in performance of administrative support tasks.
Ability to explain and interpret program information to clients/customers/staff.
Required Competency Problem Solving Duties Ability to identify and understand issues, problems, and opportunities; determines courses of action; develops approprite solutions.
Solve problems in a transparent fashion to provide updates on progress and to share knowledge with others through documentation of how the problem was solved.
Required Competency Planning and Organizing Duties Ability to develop ideas into plans of action and to coordinate the actions through implementation with the flexibility to work independently and with various teams as needed.
Ability to use office software to implement plans.
Ability to use project management techniques to determine strategy for planning and organizing to track progress, and to make adjustments to plan and organize effectively.
Required Competency Written Communication Duties Ability to present ideas clearly and effectively n written form; ability to edit, adjusting language or terminology to meet needs of the audience or as appropriate; ability to use correct grammar, organization, and structure.
Ability to use office software tools including word processing, presentation software, web and social media platforms and multimedia software Required Competency Budgeting Duties Plans and monitors the use of expenditures to meet organizational objectives and compliance; prepares budget documents and summary reports.
Ability to analyze changes in budgets over time.
Required Competency Data/Information/Records Management Duties Ability to compile, assimilate, organize, and analyze printed and electronic information.
Ability to organize and protect paper and electronic information pertaining to applicants and students.
Organize records about faculty activities and development.
Must demonstrate competency in protecting the privacy of individuals in paper and electronic environments.
Required Competency Organizational Sensitivity Duties Need to understand the mission of the school’s graduate programs.
Need to work with work with other units including the Registrar’s Office, Graduate College, Career Services, ITS to serve our students and faculty with excellence.
Need to understand how decisions impact SLIS and SLIS decisions impact our partners.
Required Competency Managing Work Processes Duties Requires skills to manage work processes through basic approaches to measure and evaluate current practices to make improvements.
Demonstrate ability to identify ways to improve, implement solutions and measure impact.
Willingness to learn through coaching.
Required Competency Office/Telecommunications Technology Duties Comfort with using office technology including personal computers and telecommunication technology to access cloud services.
Manage web site.
Posting Detail Information Posting Number SPA01339P Open Date 04/12/2024 Close Date 04/19/2024 Special Instructions to Applicants Applicant Documents Required Documents Resume/CV List of References Optional Documents Cover Letter DD-214 (Veterans Only) NGB23A or NGB22/DD256 (National Guard Only)