Executive Assistant

Job description

Posting Number:


Internal Recruitment:


Working Title:

Executive Assistant

Anticipated Hiring Range:


Work Schedule:

Monday - Friday, 8:00am - 5:00pm

Job Location:

Raleigh, NC


CVM Teaching Hospital

About the Department:

The NC State Veterinary Hospital (VH), established in 1983, is one of the highest rated veterinary academic medical centers in the country, serving communities throughout North Carolina as well as many other states. The hospital staffs over twenty clinical services with board certified specialists that are nationally and even internationally renowned, ensuring the VH is on the cutting edge of veterinary medicine. Patients benefit from the combined expertise of multiple specialists utilizing a team approach to patient health care. Each year, nearly 25,000 patients are treated in the VH. The VH provides compassionate care, state of the art specialty health care, expert clinical instruction for 4th year veterinary students from College of Veterinary Medicine, and ongoing investigation of innovative techniques and procedures to further advance the field of veterinary medicine.

Essential Job Duties:

This position is the key administrative support to the Veterinary Hospital Administrator and hospital leadership team, acting with little supervision, anticipating needs while managing the day-to-day workflow and prioritizing various projects, which including scheduling, preparing materials for meetings, contact management, management & tracking of key administrative information, ordering, and participating and coordinating a wide range of special projects.

Desire an administrative professional experienced in handling a wide range of administrative and executive support related tasks. Well organized, flexible and should enjoy the administrative challenges of supporting a fast-paced office of diverse people.
•Manages Hospital Administrator’s complicated and demanding calendar to minimize conflicts and ensure needs are met, accuracy, and efficient use of time.
•Ensure security, integrity and confidentiality of data
•Primary contact for business office, maintenance, tube system, phones, grounds & housekeeping issues, room reservations, supply and computers orders, shipping, and building & system access
•Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply & work orders requisitions are submitted and that clerical functions are properly assigned and monitored
•Coordination of HR related activities for Hospital Administrator for hiring/recruiting, performance reviews, updates of HR polices
•CE Requests and reimbursements for staff
•Drafting ad hoc reports, assessing needs, organizing and compiling information for hospital meetings/reports.
•Handle internal/external customer inquiries and direct to appropriate team member.
•Management and tracking of client complaints from start to finish; including checklist, contacting clients, gathering case information, follow-up with clinical team, and drafting letter to clients.
•This position oversees tracking, updates and implementation of administrative and also Hospital standard operating procedures.
•Manages monthly Hospital board meetings and other key meetings to include agenda subject, preparation packet, meeting minutes, and follow-up on action-items.
•Manages annual payments for Hospital Board Stipends
•Serves as a Hospital subject matter expert and liaison for technology including computer/printer orders, setup needs, and problem-solving.
•Manages hospital organizational charts/listservs for all services and hospital personnel.
•Coordinate years of service award program and staff recognition events for hospital staff.
•Manages and creates on-call schedule for hospital administration.
•Assists Director of Clinical Services in organizing and maintaining incident reports are recorded, logged into the system, and reported out at the Hospital Board meetings
•Oversee the Tiffany Ramsey CE hospital scholarship award program and selection. Gather current data for Veterinary Hospital requirements.
•Conducts clinical and offshore student orientation and with Director of Clinical Services.
•Schedules new clinician orientation for faculty, off-cycle house officers, and clinical veterinary instructors
•Manages hospital visitors profiles/schedules
•Reviews all correspondence from the Hospital Administrator reviewing for content, clarity, and punctuation and grammar.
•Manages, organizes, takes minutes, and summarizes action plans for selected ad hoc committees focused on continuous improvement for a variety of hospital functions.

Other Responsibilities:

Other duties as assigned.

Minimum Experience/Education:

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:

- Strong written and verbal communication skills with the ability to present in a professional manner in all circumstances.
- Proficient in Microsoft Office Suite and ability to use additional hospital and University software.
- Strong organizational skills and attention to detail.
- Ability to manage complex and concurrent projects.
- Excellent customer service skills and comfortable with frequent interruptions.
- Ability to understand, interpret and make recommendations regarding standard operating procedures and policies.
- Ability to understand and utilize financial and mathematical formulas used in financial reporting.
- Ability to lift up to 30 pounds.
- Ability to work effectively with minimal supervision.
- Ability to quickly and creatively problem solve and come to an effective resolution.
- Ability to maintain confidentiality at all times.
- Independently exercise sound judgment and discretion while applying policies and procedures set forth by the hospital, college and university.
- Self-motivated with capability of understanding complex problems and bringing the appropriate resources together to resolve the issue.
- Ability to understand complex concepts and communicate effectively with individuals at all levels.

Preferred Qualifications:

- Experience working in a hospital or University/academic setting.
- 5+ years working in an
administrative support capacity
- Bachelor’s degree preferred.
- Knowledge of university policies and procedures.

Experience with budgeting and budget sheets.

Required License or Certification:


Valid NC Driver's License required:


Commercial Driver's License Required?:


Job Open Date:


Earliest 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.):


Position Number:


Position Type:


Position Classification Band Title:

Executive Assistant

Position Classification Band Level:


Position Classification Salary Range:

$31,200 - $71,976

Salary Grade Equivalency:


Alternate 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.

Full Time Equivalent (FTE) (1.0 = 40 hours/week):



12 Month Recurring

Time Limited Position:


Is this position partially or fully funded on ARRA stimulus monies?:


Department Id:

192001 - CVM Teaching Hospital


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.




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Job No:
Posted: 11/19/2020
Application Due: 11/24/2020
Work Type: