Assistant to the Chief of Staff

Job description

Posting Details

Vacancy TypeSHRAIs Internal Transfer OnlyNoTime Limited?NoTime-Limited Appointment LengthTitleUniversity Program SpecialistBand LevelJourneyWorking TitleAssistant to the Chief of StaffSalary Range$31,888 - $80,223Anticipated Hiring RangeStarting salary will be commensurate with education and experience (target: $55,000 $62,000))Salary Grade Equivalency70Position Number00108184Work ScheduleMonday - Friday, 8:00AM - 5:00PM, additional hours as necessary to meet all obligatory deadlinesDoes the regular and recurring schedule of this position result in the employee working more than ½ of their hours between 4 pm and 8 am? (Meal periods do not count).NoFull Time Equivalent (FTE)1.0Department010101 - Chancellor's Office And StaffDepartmentChancellor's Office And StaffJob City & StateRaleigh, NCPrimary Function of Organizational Unit

Primary Function of Organizational UnitThe Office of the Chancellor is responsible for the organizational advancement of North Carolina State University. As the Chief Executive, the Chancellor provides strategic leadership for North Carolina’s largest public university, enhancing NC State’s position as a preeminent technological research university. NC State is recognized globally for its innovative approach to using education and research to drive economic growth and address the grand challenges of society. The University engages in a wide range of activities spanning undergraduate and graduate instruction; research; extension and engagement; and public service. The Chancellor’s Office serves as the focal point to develop and administer university-wide plans, programs and initiatives and to communicate with a variety of constituents, including but not limited to the Board of Governors (BOG), NC State Board of Trustees (BOT), as well as faculty, staff and the university community. The University’s 14th Chancellor, Dr. Randy Woodson has established a reputation for consensus building throughout his extensive, 30-year career in higher education. As his support staff, Chancellor’s Office personnel are expected to set the example regarding professionalism and customer service. Successfully navigating this fast-paced and often politically sensitive environment requires excellent judgment and thoughtful perception.

The chief of staff and secretary of the university provides operational and fiscal leadership oversight for the Office of the Chancellor and has managerial responsibility for the office staff. The chief of staff also serves as the secretary of the university, working closely with the university’s Board of Trustees, and as a liaison between the chancellor and members of our university community. As a member of the chancellor’s cabinet, the chief of staff provides complex and confidential project management in support of the strategic mission of the university and reports to the chancellor.

Essential Job Duties

The Assistant to the Chief of Staff (ACS) reports to the Chief of Staff and Secretary of the University and will provide high-level programmatic and strategic support to the chief of staff. The ACS serves as board support staff and works collaboratively under the guidance and direction of the chief of staff, with members of the Board of Trustees of the university. The Assistant to the Chief of Staff and Secretary of the University will perform additional administrative responsibilities.

Key responsibilities will include:
• Serves as the board support staff to the Board of Trustees for the university, with responsibilities that ensure the timely coordination, preparation, publishing and distribution of board materials (e.g., requests, agenda, schedules, meeting minutes, notices, etc.). Coordinates with other departments and board support staff to schedule meetings, manage board materials and related resources
• Oversees the logistics for planning and managing board-related events and meetings, including virtual meetings, board retreats: venue, meals, travel, lodging coordination, etc.
• Organizes and maintains files related to the Board, including, but not limited to, board meeting and committee meeting minutes, approved policies in accordance with Bylaws, procedures, record retention policies and related resources
• Independently integrates and synthesizes information, research and script a variety of written communications for use by the chief of staff in a variety of settings
• Meets with the chief of staff regularly to discuss board-related matters, updates to board policies and procedures, planning meetings, and related activities
• Manage process for monitoring and notifying departments and units of Board or Chancellor’s Office actions or requests
• Manage process for monitoring Board committee work plans in conjunction with other board support staff
• Organizes and manages the flow of communication, formulating appropriate and effective strategies for achieving objectives consistent with programmatic goals and relative to the needs of both internal and external constituencies
• Assist the chief of staff with the interpretation and application of relevant statutes, policies, regulations, rules, and procedures related to board matters and university operations
• Initiate financial transactions (invoices, internal/external vendor payments, IDJ/IDS transactions, other financial transactions); work closely with the business officer to ensure the timely and accurate processing of financial transactions
• Responsible for organizing and maintaining the office electronic filing system utilizing OnBase, for maintaining highly confidential information and other resources
• Assist in monitoring departmental office expenditures
• Handle travel arrangements and other travel-related events for the chief of staff and board of trustees
• Work closely with the chief of staff and business officer to ensure fiscal responsibility
• Manages the chief of staff’s calendar and makes sound decisions that help to organize the chief of staff’s time for maximum effectiveness, and directs office resources accordingly to areas of high priority need
• Generates and coordinates timelines and schedules necessary to provide adequate and timely planning, preparation, and accomplishment of all scheduled tasks, events and reports of the chief of staff

Other Work/Responsibilities

• Coordinates administrative/operational assistance and support with other staff in the office
• Attends and participates in various meetings
• Assist with phone coverage and interacting with visitors to the Chancellor’s Office
Other work responsibilities as directed by the chief of staff.

  • Other work responsibilities as directed by the chief of staff.
Minimum Experience/Education

Bachelor’s degree and one year of experience related to the area of assignment; or equivalent combination of training and experience.

All degrees must be received from appropriately accredited institutions.

Departmental Required Skills

• Able to comprehend and synthesize policies, rules, regulations and procedures and apply them to job duties or responsibilities
• Professional experience in the areas of executive-level and program administration support, specifically with working with a board and having board liaison (or similar) responsibilities
• Administrative experience working in a highly-sensitive, confidential environment
• Ability to exercise judgment and discretion in establishing, interpreting, and applying a wide range of administrative policies and procedures
• Ability to establish and maintain effective working relationships with college and university personnel, government or other agency officials, and the general public
• Ability to efficiently handle multiple tasks requiring a high degree of attention to detail
• Excellent written and verbal communication skills, effective interpersonal skills
• Ability to identify critical components of internal processes, what is not efficient or effective, and identify possible solutions
• Experience composing meeting minutes, drafting and formatting standard office communications such as memoranda and other correspondence
• Experience with Microsoft Office Suite or similar software, particularly Microsoft Word and Excel; Powerpoint; Zoom; Google Meet

Preferred Experience, Skills, Training/Education

• Graduation from a four year college or university, preferably in Business Administration, Legal Studies, or a related discipline, and at least two to four years of progressively responsible program administration experience related to board administration (preferably working directly with boards or committees) is strongly preferred.
• Experience and knowledge of NC State University policies, internal processes and related business processes and practices Graduation from a four year college or university, preferably in business or public administration or a related discipline, and at least four years of progressively responsible program administration experience related to the area of assignment, or an equivalent combination of training and experience;
• Experience providing high-level programmatic support in a higher education environment
• Professional experience in the areas of executive-level and program administration support
• Experience with board administration and experience involving the planning and management of board-related activities and events
• PeopleSoft Financials or similar experience
• Knowledge and experience utilizing OnBase (or similar document retention programs), to maintain electronic filing system and resources
• Demonstrated experience using Excel to build databases and reports; Powerpoint presentation skills, virtual meeting platforms

Required License or Certification

NA

Special Instructions

Please attach a resume, cover letter and a document containing contact information for three professional references as part of your application.

Job Open Date09/08/2020Must Be Open Until---- (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.)09/15/2020Is this position partially or fully funded on ARRA stimulus monies?NoProposed Hire Date10/31/2020Alternate 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.

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.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or [email protected] 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 equivalency verified at www.wes.org or equivalent service. 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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you learn of this opportunity?
    • NCSU Website
    • NCSU Executive Search Services
    • Monster.com
    • CareerBuilder.com
    • InsideHigherEd.com
    • Other Online Job Board
    • Carolina Job Finder / Employment Guide
    • Job / Career Fair
    • The Chronicle of Higher Education
    • HERC
    • Professional Journal
    • Print Advertisement (Newspaper / Periodical)
    • Professional Organization
    • Direct Contact from NCSU HR Representative / Recruiter
    • NCSU Employee Referral
    • Social Media (LinkedIn, Twitter, Facebook, Other)
    • Other
  2. If you learned about this vacancy from "other source" or "other website", please provide the source.

    (Open Ended Question)

Application Materials RequiredRequired Documents
  1. Resume
  2. Cover Letter
  3. Contact Information for References
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    Job No:
    Posted: 9/9/2020
    Application Due: 9/18/2020
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