Administrative Support Associate

Bachelor's degree and at least three years' experience in an executive-level academic/University office environment or high school diploma (or equivalent) and five years' experience in an academic/University setting.
-Have ability to exercise independent judgment in daily tasks, but also, when/where necessary, show ability to recognize and observe administrative authority and oversight parameters; show sensitivity to confidential functions of the Office & ability to retain confidentiality; adapt in an evolving environment; and learn University-based student and financial software platforms and specialized technology utilized by the University and Dean's Office.
-High-level organizational and communication (verbal and written) skills.
-Proficient in Excel database and functions, Microsoft Word or other word processing applications, PowerPoint/Publisher, email, and Internet-related research navigation.

N/A

This position will have responsibility for assisting the Dean's Office in the College of Arts, Humanities and Social Sciences ( CAHSS) in the day-to-day operation of its required functions. This position also will provide support to the College of Arts, Humanities and Social Sciences Dean's Office personnel and six departments in meeting the overall strategic objectives of the Office as the College/University focuses on increased research/scholarly activity and community engagement in the arts, humanities and social sciences.

The position will support two Associate Deans and serve as the initial contact for the Dean's Office. The role will also provide additional support to the Dean/Executive Assistant . Responsible for file maintenance and works closely with the other staff. Orders equipment/supplies for the efficient coordination/implementation of Dean's Office tasks/work assignments. The position serves as the CAHSS building representative regarding room/building space scheduling for classes/events, and plays an increased role in the planning and coordination of high-profile CAHSS special events,

As one of the largest academic units at North Carolina A&T State University, with over 2,000 students, the College of Arts, Humanities and Social Sciences ( CAHSS) develops academic and professional programming based upon and consistent with employment trends that capitalize on the elements of an arts, humanities and social sciences education as well as enhance the visibility of its varied programs. CAHSS endeavors not only to promote internal synergies and collaborations amongst its departments (i.e., Criminal Justice, English, History & Political Science, Journalism & Mass Communication, Liberal Studies, and Visual & Performing Arts), but also to engage external professional and research partnerships with a focus on preparing graduates ready to further workforce and/or higher education pursuits.

-Serves a critical function for the Dean's Office as it performs frontline duties to include daily interaction with faculty, students, staff, and other personnel of the College and University, interaction with funding agency personnel/representatives external to the College/University, special project vendor liaison, and interaction with community/corporate-based entities, as well as VIP guests of the College.
-Exhibits professional demeanor in interactions with Office constituents and patrons, via phone and in person.
-Provides prompt relay of message/request information and/or replies to requests as regards the Dean and Dean's Office personnel.
-Assists with generation of internal/external correspondence, emails, etc., as determined by the Dean and/or Executive Assistant, and will provide public relations/contact assistance as required.
-Assists the Dean/Executive Assistant/ CAHSS Leadership Team with the compilation, design and coordination of meetings, conferences, special events, etc., and associated programming hosted by the College.

-Possesses knowledge of general office procedures including but not limited to: paperwork flow within the College of Arts, Humanities and Social Sciences and through University departments/offices interacting with Dean's Office, and information needed to correspond verbally and in writing with University and CAHSS administration and faculty, as well as alumni of the College.
-Performs a critical office role in assisting the Associate Dean(s) with student-related paperwork processing flows (i.e., paperwork receipt/tracking, signature and dissemination/delivery to appropriate campus offices/personnel).
-Provides assistance with the delivery of time-sensitive materials to various departments/offices throughout the campus.
-Assists in maintaining viable filing system/records for the Dean's Office.
-Assists the CAHSS Dean's Office in the day-to-day operation of its required functions.
-Provides support as needed to the extended College of Arts, Humanities and Social Sciences Dean's Office personnel in meeting the overall objectives of the Office.
-Interacts effectively with all constituents of the Dean's Office, internal and external, and reflects a professional demeanor in attitude, responses and personal appearance at all times.
-Provides additional support to the Executive Assistant as regards scheduling the Dean's meetings, appointments, conference calls, teleconferences, etc.
-Helps maintain smooth transitions for the Dean as regards meetings and in-person appointments.
-Exhibits an ability to adapt quickly and must also be able to determine the best solution in order to effectively accommodate the fluid schedules of multiple meeting participants.
-In concert with the Executive Assistant, ensures that the needs of the Dean and meeting/conference attendees are met (i.e., compilation of meeting materials/handouts, assistance/typing of meeting agenda, efficiency and working condition of available conferencing technology, etc.) prior to meeting start dates/times, and exhibit professionalism with all meeting participants.
-Maintains selected files for the Dean and works closely with the other staff to ensure maintenance of filing system as well as equipment/supplies necessary to the efficient coordination/implementation of Dean's Office tasks/work assignments.
-Determines the availability of the Dean and other Dean's Office personnel, based upon prioritized work loads of said personnel, and will maintain confidentiality as relates to information/business conducted in and by the Dean's Office.
-Assists the Dean as needed/required in coordinating and implementing special projects/events related to student development/success initiatives (e.g., CAHSS/ OCS Corporate Recruitment, CAHSS Student Advisory Board, Summer Bridge Program, etc.), as well as annual, large-scale College events (i.e., Text-in-Community, Town and Gown, etc.).

-As needed/required, maintains up-to-date selected administrative-related records for the Dean's Office.
-Develops program/project report preparation as requested/required.
-Accesses student information through Banner Student as needed/required by the Dean and/or other office personnel in cases such as awarding and dissemination of scholarship; student corporate internship and summer institute/program opportunities realized from external donations/contributions obtained via the Dean's development initiatives.
-Assists in the development and dissemination of project-related applications, program/event announcements, annual/progress reports/newsletters, etc., to the community, external funding contributors, and University administrative offices/departments as needed.
-Assists with development and/or maintenance of filing system for student-related paperwork, and assistance with maintaining Dean's Office central/general filing system.
-Obtains and distributes mail & time sensitive items for the Dean's Office and has responsibility for the preparation of mailings to external funding agencies, other College/University personnel, and etc.
-Serves as CAHSS Dean's Office Point of Contact for scheduling rooms/meeting spaces directly under the Dean's Office authorization (i.e., CAHSS Dean's Conference Room, Teleconference Room, Dean's Office Innovation Room, etc.).

-As needed/required, assists Dean's Office personnel in generating/submitting purchase requisitions via the University's AggieMart Purchasing System and non-state/Foundation requisitioning processes.
-At the Dean's discretion, assists in preparing associated budget/account paperwork for fund donations/receipts, etc., from private funding sources.
-As determined by the Dean/Executive Assistant, utilizes Banner Finance and other financial systems as required by the University to assist the CAHSS Dean's Office personnel with processing required financial transactions and reconciliations.

-Uses office-related equipment (i.e., computer, printer, copier, scanner, multi-line phone, etc.), as well as various software programs, such as Microsoft Office (i.e., word processing, Excel database functions, PowerPoint/Publisher graphics programs, etc.) to perform work.
-Operates the video conferencing/teleconferencing technology available for various Dean's meetings scheduled in the Dean's Office-assigned facilities.
-Serves for the Dean's Office liaison for IT matters as regards classroom/office technology, purchases, repairs, etc.

You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran's Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T 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. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.

Employee Benefits available to NC A & T permanent employees include the following and more;

This position may be eligible for a remote or hybrid work arrangement, consistent with university and state policies. N.C. A&T employees are generally required to reside in North Carolina, within a 2-hour commuting distance of their assigned duty station.