Executive Assistant

Location
Raleigh, NC
Posted
Jun 13, 2018
Institution Type
Four-Year Institution

Position Number: 00044805

Primary Function of Organization Unit: The Dean of the Poole College of Management is the chief academic officer of the college, reporting directly to the Provost. The Poole College of Management at NC State was established in 1992 and named in 2010 in recognition of a significant gift from Lonnie Poole. The college is located on NC State's main campus in Raleigh, NC and serves over 5000 undergraduate and graduate students. The college offers graduate and undergraduate degrees in accounting, business management, and economics. A generous gift from Ben Jenkins in 2007 helped strengthen and launch a suite of Jenkins Graduate Programs including the FT MBA, On-line MBA, Professional MBA, Masters of Accounting, and the Masters of Management programs. Our faculty is organized in four academic departments: Accounting, Business Management, Economics and Management, Innovation and Entrepreneurship. A number of centers that facilitate industry and external engagement reside in the college. The college is fully accredited by AACSB International.

Essential Job Duties: The Executive Assistant to the Dean plays a critical role in the college by providing high-level administrative support directly to the Dean, and contributing support to the Associate Dean of Faculty and Academic Affairs, serving as office manager and administrative lead for the Office of the Dean, and representing the college as the primary interface with constituents across campus and external stakeholders. Responsiblities include, but are not limited to: * Proactively manages and prioritizes the schedule for the Dean and the Associate Dean of Faculty and Academic Affairs. Requires a programmatic understanding of the content and location of appointments and meetings, particularly relating to the needs of the dean prior to appointments and determining what participants need to be included in any particular meeting. * Proactively arranges meetings and prepares material for meetings in a timely manner, including agendas and document preparation that may require conducting background research and compiling data, statistics and other necessary information. Ensures the Dean is well informed in advance for each meeting. * Exercises considerable independent judgment about multiple demands on the Dean's time and coordinates planning with other leadership in the college and across campus. Prioritizes issues and concerns that are received through emails, telephone calls, mail and direct visits by internal and external constituents; presents issues and concerns proactively to the Dean based on priority. * Proactively monitors and resolves scheduling conflicts, and communicates final schedule to the Dean and Associate Dean of Faculty and Academic Affairs. * Generates and coordinates timelines and schedules necessary to provide adequate and timely planning, preparation and accomplishment of all scheduled tasks, events, and reports, in the Dean's Office. Proactively communicates and manages timelines and schedules to all parties involved, including the Dean. * Draft letters and other short texts for the Dean in a manner consistent with the tone and messaging of overall routine correspondence; independently prepare a wide range of documents. Edit and review documents before release from the Dean's Office. * Archive and manage files and documents in a proactive, logical, and shared manner. * Manage travel arrangements, prepare and submit travel reimbursements, and act as liaison to coordinate and confirm itineraries, and communicate the information to all necessary parties for the Dean and Associate Dean of Faculty and Academic Affairs. * Assist internal and external constituents with inquiries on behalf of Dean and Associate Dean of Faculty and Academic Affairs. Identify issues requiring the Dean's direct attention and re-direct others that can be addressed by others on the Dean's behalf. When appropriate, follow up with all responsible parties to ensure resolution of inquiries. * Assist the Assistant Dean with professional office management and a service based, solutions-oriented attitude. In conjunction with the Assistant Dean, oversee key processes and timelines for support staff and major office facilities issues. Serve as building liaison and suggest improvements to existing processes and procedures and take charge of implementing improvements as necessary. Manage general office activities such as purchase card transactions and reconciliation, mobile phone and technology requests, parking permits, supplies and reimbursements for personal and travel expenses, as well as maintain a professional appearance of the office suite. * Provide support to the Dean for special projects, meetings, and events as assigned. * Provide primary support to the Dean's Executive Team and secondary support to the College Board of Advisors; prepare agenda, communications and minutes for Executive Team meetings. Keep records of the Executive Team's activities and assignments. Provide appropriate follow-up to ensure assignments are completed in a timely manner. * Manage the annual Reappointment, Promotion and Tenure process for the college. Prepare the schedule and ensure execution. Work with college departmental offices and Provost's Office over the entire cycle. * Schedule annual performance reviews for the Dean's direct reports and year-end reviews for centers and initiatives. * Event planning - Organize catering, administrative support, site selection, and technology support for college-wide events and meetings.

Minimum Education/Experience:

Department Required Skills: * Excellent written and oral communication skills * Must possess a strong attention to detail and ability to manage time well * Demonstrated experience in handling confidential information with discretion * Ability to follow through on tasks to completion, holding all parties accountable to deadlines * Maintain a professional appearance & a service/ problem-solving orientation. * Ability to exercise diplomacy, tact, and judgment in interacting with a wide range of constituents * Ability to manage special projects and duties as assigned.

Preferred Experience, Skills, Training/Education: * Bachelors degree and 2 years prior experience in an academic administrative support role coordinating meetings, schedules, projects, and events. * Experience working both independently and as part of a close-working team in a fast-paced, executive-level setting requiring initiative, strong organization, flexibility, and the prioritization of multiple demands. * Experience with exercising judgment and discretion in establishing, interpreting, and applying a wide range of administrative policies and procedures * Experience establishing and maintaining effective working relationships with college and university personnel, government or other agency officials, and the general public * Experience with prioritizing requests in a fast-paced and demanding environment * Experience drafting and formatting standard office communications and a variety of other written materials * Proficient with Microsoft Office Suite or similar software, particularly Microsoft Word and Excel * Familiar with Google Calendar and PeopleSoft

Necessary Licenses and Certifications: N/A

AA/EOE: 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, please call 919-515-3148. Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. If highest degree is from an institution outside of the U.S., final candidates are required to have their degree verified at "www.wes.org":http//wes.org. Degree must be obtained prior to start date.

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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