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Executive Assistant

Employer
NC State University
Location
Raleigh, NC

Job Details

Posting Number:

PG191184SP

Internal Recruitment:

No

Working Title:

Executive Assistant

Anticipated Hiring Range:

$48,000 - $51,000

Work Schedule:

Monday-Friday, 8:00 AM to 5:00 PM

Job Location:

Raleigh, NC

Department:

Alumni Relations

About the Department:

The NC State Alumni Association engages alumni and friends through programs and services that foster pride and enhance a lifelong connection to NC State. As a division of University Advancement, the Alumni Association works collaboratively with all University Advancement offices to ensure departmental goals are met. The Alumni Association also works with the other colleges and units of the University to promote Alumni engagement.

Essential Job Duties:

Executive Assistant to Associate Vice Chancellor for Alumni Relations

  • Compose correspondence, reports and other documents on behalf of the AVC
  • Schedule, coordinate, and facilitate all calendar items and travel, anticipating and resolving conflicts competing with the AVC’s schedule and/or priorities
  • Process and track expense reports and reimbursements
  • Maintain documents and files in both paper and electronic formats
  • Stand in for AVC as requested at meetings and other official functions
  • Manage and monitor a variety of information impacting the AVC’s responsibilities
  • Serve as principal administrative agent and project manager for the AVC, responsible for providing administrative services to the AVC and acting as liaison between Departments, Deans, Office of the Vice Chancellor and heads of departments within the Alumni Association
  • Administers AVC communication and follow-up actions on behalf of the AVC and their direct reports

Multi-tasking and organization skills are critical, as is the ability to develop detailed plans, schedules, status reports and track key milestones and adjust plans and/or resources to meet the needs of the AVC and the Association. The incumbent performs these duties in a professional, confidential and positive manner, and demonstrates integrity, good judgement and the ability to work well with a variety of people and styles. This position will have considerable public contact, in person, via telephone, and email to ensure that the Association’s mission, purpose and scope are effectively articulated. Uses high levels of judgement and discretion in communicating with other units within University Advancement, other departments within the University and the general public responding to issues and requests on behalf of the AVC.

Primary Liaison to Alumni Association Board of Directors

  • Responsible for all printed and digital correspondence
  • Plans and facilitates all aspects of board meetings, including meeting times, meals and excursions, makes arrangements for guest speakers, prepares agenda, distributes pertinent documents, takes, transcribes and distributes meeting minutes. Interface with board members facilitating requests for information and ensuring effective follow-up.

Liaison for Alumni Association Personnel

  • Serve as Alumni Association Marketplace shopper and WolfCopy coordinator for the Association
  • Monitor and maintain phone access
  • Serve as part of the building liaison team
  • Assist with travel authorization and reimbursement processes, gather and prepare invoices for entry and payment
  • Be aware of financial activities within the Association and be able to assist with intra-year budget questions and also assist with annual budgeting process.
  • Coordinate Onboarding and Orientation for new employees of the Alumni Association
  • Lead projects to support Alumni Association staff as requested

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:

Professionalism and judgement, ability to work with influential people.

Exceptional oral and written communication skills.

Strong attention to detail.

Ability to adapt to a fast-paced environment

Strong organizational skills, initiative and time management skills, effective and efficient job execution.

Basic understanding of financial reports and budget management.

Preferred Qualifications:

Bachelor’s degree and five years related work experience; or equivalent training and work experience in related fields.

Experience in higher education and advancement.

Experience working with a donor database system.

Experience in non-profit fund raising, with particular emphasis on donor relations and cultivation.

Experience in University systems such as PeopleSoft and Advancement Database systems such as Advance.

Understanding of University Advancement and Alumni Relations operations, including understanding of development/fund raising.

Required License or Certification:

None

Valid NC Driver's License required:

No

Commercial Driver's License Required?:

No

Job Open Date:

06/10/2021

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.):

06/17/2021

Special Instructions:

Resume, cover letter, and contact information for three professional references are required along with a completed online application.

Please make sure the work history listed on your application matches the work history provided on your resume.

Position Number:

00061546

Position Type:

SHRA

Position Classification Band Title:

Executive Assistant

Position Classification Band Level:

Journey

Position Classification Salary Range:

$31,200 - $71,976

Salary Grade Equivalency:

GN07

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):

1.0

Appointment:

12 Month Recurring

Mandatory Designation - Adverse Weather:

Non Mandatory - Adverse Weather

Mandatory Designation - Emergency Events:

Non Mandatory - Emergency Event

Time Limited Position:

No

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

No

Department Id:

083001 - Alumni Relations

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 workatncstate@ncsu.edu. 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.

Organization

NC State: Think and Do

NC State was founded with a purpose: to create economic, societal and intellectual prosperity for the people of North Carolina and the country. We began as a land-grant institution teaching the agricultural and mechanical arts. Today, we're a pre-eminent research enterprise with 12 colleges excelling in all major academic fields.

NC State studentsOur 34,000 high-performing students take what they learn in the classroom and apply it in the real world by conducting research, working in internships and co-ops, and performing acts of world-changing service. That experiential education ensures that they leave here ready to lead the workforce. NC State's 13:1 student-faculty ratio is one of the reasons why we're the best college for your money in North Carolina (Money) and the No. 5 best value among public universities nationally (U.S. News & World Report).

Overcoming Challenges, Improving Lives

NC State is one of only two universities in the nation leading two National Science Foundation Engineering Research Centers — one developing wearable, self-powered health monitors, and the other researching smart-grid technology. We’re also leading interdisciplinary efforts to curb nuclear proliferation, help farmers confront climate change and build a new American manufacturing sector.

Our research doesn't just get published in a journal or sit on a shelf; it makes an impact. NC State is No. 6 nationwide in commercialization agreements based on university research, and we're No. 2 among universities without a medical school. Our Cooperative Extension Service provides research-based information to citizens in all 100 North Carolina counties. In addition, our industrial extension unit — Industry Expansion Solutions — has created an economic benefit for the state's manufacturers averaging $149 million per year since 2005.

Bright Minds Creating a Bold Future

NC State’s 9,000 faculty and staff are world leaders in their fields, bridging the divides between academic disciplines and training high-caliber students to meet tomorrow’s challenges. NC State students won two Goldwater scholarships, five Fulbright scholarships, one Churchill scholarship and a record-breaking 25 National Science Foundation graduate research fellowships in the 2016-2017 academic year. In addition, 25 faculty are members of the National Academies.

NC State bldg in darkOur Centennial Campus, an award-winning public-private research campus, is home to more than 70 partner organizations working alongside more than 70 NC State research and academic units. Centennial is also the location of the innovative Hunt Library, which Time magazine has dubbed “the library of the future.”

In Raleigh and Around the World

It all happens in one of the best cities in America. A top spot for job-seekers and tech professionals, Raleigh is nationally recognized as a leading urban center:

NC State building oldWith Durham and Chapel Hill, Raleigh anchors the Research Triangle, a national hotspot for high-tech enterprise. The top companies in the region — including IBM, Cisco Systems, SAS Institute, Biogen Idec and GlaxoSmithKline — are among the country’s best employers. They also lead the way in hiring new NC State graduates.

More than 130 years after its creation, NC State continues to make its founding purpose a reality. Every day, our career-ready graduates and world-leading faculty make the fruits of learning and discovery available to people across the state, throughout the nation and around the world.

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