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Executive Assistant, School of Professional Studies

Job Details

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Job Description Summary

Located in Charlotte, North Carolina, the School of Professional Studies is the newest school from Wake Forest University. SPS houses innovative graduate degree and non-degree programs, including certificates and other credentials, for working professionals.

Under indirect supervision and working independently, the Executive Assistant provides primary administrative, logistical, project and executive support to the Dean and secondary support to the SPS Administration team.

Job Description

Essential Functions:

  • Serves as primary point of administrative contact for the Dean and liaison with internal and external constituencies on a range of specified issues. Manages the calendar and schedule of the Dean ensuring strategic and optimal use of time.
  • Manages the SPS Administration Office; develops policies, procedures, and systems which ensure productive and efficient office operation.
  • Manages disposition and/or resolution of individual concerns involving members of the WFU community, as they occur. Prepares data concerning issues and/or problems, as required for referral to the Dean.
  • Performs research and analysis on specific issues, as requested; prepares non-routine letters and/or reports which may be highly sensitive and confidential in nature.
  • Greets visitors to SPS Administration offices, responds to questions, provides information or refers guest visitors and phone calls to appropriate individuals.
  • Demonstrates excellence in telephone and visitor contacts using appropriate professional decorum.
  • Responsible for managing Dean’s extensive confidential correspondence: letters, memos and cards.
  • Assists in reading, prioritizing, and referring mail; manages incoming/outgoing mail.
  • Anticipates responses needed to answer routine correspondence; provides resource material and/or drafts.
  • Handles logistics for meetings, retreats, and other gatherings on and off campus; responds and addresses unexpected changes and associated requests; arranges for urgent issues to be handled by appropriate staff.
  • Creates appropriate documents including agendas, presentations, and follow-up for meetings with trustees, cabinet members, donors, faculty, and staff.

Required Education, Knowledge, Skills, Abilities:

  • Bachelor’s degree plus at least five years of related experience providing executive level support in a university setting or equivalent combination of education and experience
  • Knowledge of office management best practices
  • Ability to manage and maintain confidentiality of records and sensitive information
  • Exceptional skill in prioritizing workflow and managing resources
  • Extremely detail-oriented in coordinating activities
  • Excellent organizational and time management skills
  • Ability to manage multiple tasks under pressure, demonstrating sound judgment and discretion in a potentially stressful environment
  • Proficiency in technical and computer skills including MS Office; Outlook, Word, Excel, PowerPoint, database management, Google Workspace tools, the Internet and other relevant software, plus operation of standard office equipment
  • Exceptional written and verbal communication skills; strong command of grammar and English usage in professional business communications which includes accuracy in proofreading, composing correspondence, editing, and typing
  • Exceptional interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community
  • Ability to make administrative and procedural decisions on sensitive, confidential issues
  • Must be a self-starter with unquestionable integrity and a strong sense of professional ethics

Preferred Education, Knowledge, Skills, Abilities:

  • Master's degree.

Accountabilities:

  • Responsible for own work.

Additional Job Description

Note:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee’s supervisor.

Employee Vaccination Mandate:

In an effort to protect the health and safety of the campus community, all faculty and staff positions, excluding staff who perform duties exclusively at Graylyn Conference Center, are required to be fully vaccinated with an FDA approved or authorized COVID-19 vaccine prior to their hire date. Once hired, faculty and staff must maintain full COVID-19 vaccination status throughout their employment at Wake Forest University. Faculty and staff with disabilities or sincerely held religious beliefs that preclude vaccination should contact Human Resources to request a reasonable accommodation.


To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Time Type Requirement

Full timeNote to Applicant:This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.

Organization

Wake Forest University, formed in 1834, has experienced decades of growth and innovation.  WFU is a distinctive university that combines a liberal arts core with graduate and professional schools and innovative research programs.  The University embraces the teacher-scholar ideal, which prizes the personal interaction between students and faculty.  It is a place where exceptional teaching, fundamental research and discovery, and the engagement of faculty and students in the classroom and the laboratory are paramount.

Wake Forest University is a community that seeks the enlightenment and freedom which come through diligent study and learning. Its higher goal, however, is to give life to the University motto "Pro Humanitate," as members translate a passion for knowledge into compassionate service. The community shares a tradition that embraces freedom and integrity and acknowledges the worth of the individual. The heritage, established by the school's founders and nurtured by succeeding generations, promotes a democratic spirit arising from open-mindedness and discourse. Wake Forest fosters compassion and caring for others. Its collective strength and character are derived from the values and distinctive experiences of each individual; therefore, it affirms the richness of human intellect and culture and its contribution to knowledge, faith, reason, and dialogue. Furthermore, it strives toward a society in which good will, respect, and equality prevail. To that end, Wake Forest University rejects hatred and bigotry in any form and promotes justice, honor, and mutual trust.​

The University is comprised of:  the undergraduate college, Graduate School of Arts and Sciences, School of Business, School of Divinity, School of Law, and School of Medicine (located on the Bowman Gray campus with Wake Forest University Baptist Medical Center) and today enrolls about 4,846 undergraduates and 2,823 students in graduate programs at its principal location, the Reynolda campus.  Students at Wake Forest University enjoy a great deal of access to and interaction with world-class faculty both in and out of the classroom setting with a student-faculty ratio of 11:1.  Wake Forest employs approximately 2,772 full and part-time faculty and staff.

Wake Forest is a collegiate university offering a vibrant, intellectual community with a rich cultural life, an impressive array of facilities, and a strong athletics program competing in the fifteen-team Atlantic Coast Conference (ACC).  Since its founding, the university has adopted the motto “pro humanitate,” which is exemplified by a deep institutional commitment to public service and engagement with the world. Wake Forest has a strong commitment to holistic, eight-dimensional well-being for students, faculty and staff as evidenced in the Thrive initiative.

Winston-Salem, NC

Wake Forest is located in Winston-Salem, NC, a beautiful, mid-sized city centrally located in the Piedmont-Triad region of North Carolina.  Winston-Salem is a family-friendly city with high quality schools, numerous outdoor recreational activities and events, and is known for its vibrant and thriving arts scene.

Winston-Salem residents enjoy close proximity to the beautiful Blue Ridge Mountains (1.5 hours) and Atlantic beaches (4 hours), a moderate climate with four distinct seasons, a very reasonable cost of living, and an eclectic variety of restaurants, wine bars, and breweries for dining with friends and family.  Winston-Salem offers many of the amenities of a large city but with the sense of community and quality of life of a smaller town (www.visitwinstonsalem.com).

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