Executive Assistant

-Bachelor's degree and prior program/project administration or office management experience; or high school diploma or equivalent and five years of progressively responsible administrative or secretarial/clerical experience; or completion of a two-year business administration/management program or secretarial science program and three years of progressively responsible administrative/management/secretarial experience.
-Excellent analytical and decision making skills, organizational and communication (verbal and written) skills, and willingness to learn and work as a team member.
-Ability to exercise independent judgment and exhibit maturity, show sensitivity to confidential functions of the Office, retain confidentiality, multi-task, take initiative, organize, and evaluate and process data.
-Proficient in Excel database and functions; Microsoft Word (or other word processing software); PowerPoint, email and Internet-related research navigation.
-Knowledge of College, University and State policies and procedures, mission of the College in relation to administering its objectives.

This position will have primary responsibility for the daily administrative support functions for the Dean of the College of Arts,Humanities and Social Sciences ( CAHSS). The position also serves in the role of Office Manager for the Dean's Office staff personnel, as well as the SHRA liaison/contact for the College of Arts, Humanities and Social Sciences' staff personnel. The position entails the key functional competencies required for the executive assistant role and exhibits the behavioral competencies that best support the administrative objectives/needs of the Dean of CAHSS.

This position maintains constant contact with the administrative officers of the College (i.e., Dean, Associate Dean, Chairpersons) and college-wide adlministrative support personnel as regards personnel/employment policy matters & concerns, and interacts daily with personnel throughout various administrative units of the University as regards the effective implementation of the Dean's Office mission/objectives.

The primary purpose of the College of Arts, Humanities and Social Sciences ( CAHSS) is to attract and educate students, and to provide quality educational opportunities for those students in its varied departments.

CAHSS will develop 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 programs.

In compliance with its overall mission to attract, educate and retain students, the Dean's Office works to establish and implement initiatives that will expand the capabilities of the College in the areas of program and curriculum development, recruitment and retention, and corporate, government, private-sector relations and funding.

-Serves as the primary administrative support to the Dean of CAHSS.

-Interfaces daily with the Dean, Associate Deans and other administrative personnel, department/program heads, faculty and support staff of the College and University, and on a daily basis, the position assists in the implementation of the ideas/initiatives of the Dean as regards his/her management of the visionary/structural processes of the College.

-Interacts with personnel both internal and external to the College/University and assists the Dean/Associate Deans in implementing the organizational strategies of the College. The employee dependably conveys Dean's Office objectives/priorities and assists CAHSS department personnel with the implementation of these priorities; reliably interprets and relays CAHSS/University policies and procedures; seeks and sustains key working relationships with CAHSS/University personnel.

-Coordinates the Dean's appointment/meeting calendar and monitors the flow of last minute requests/walk-ins that would serve to affect the Dean's appointment/meeting schedule.

-Reviews paperwork submitted by CAHSS Dean's Office/department administrators and faculty for accuracy and University compliance. This paperwork includes personnel/travel/budget/student-related documents.

-Serves as liaison for the College's SHRA personnel as regards Human Resources requirements/procedures.

-Maintains constant interaction with the College's chairpersons/program directors to ensure accurate interpretation and implementation of Human Resource policies and procedures, and assists the College's department administrators with writing, finalizing and submitting work/job descriptions for the Colleges's SHRA administrative staff, as well as with the appropriate advertisement/hiring paperwork as required by Human Resources.

-Relays information and "hands-on" assistance to the College's administration and SHRA personnel as regards Career-Banding assessment/evaluation processes and procedures.

-Coordinates and/or conducts information workshops/training (i.e., Career-Banding assessment, Banner Student & Permanent Employee Payroll, AGGIE MART Purchasing System, etc.) for the College's administrative/staff/student personnel as needed/requested.

-Participates in the strategic and long-range planning goals/objectives of the College, especially as concerns HR/ SPA staff initiatives/implementations.

-Assists the Dean/Associate Deans with material & data collection, document preparation, fact-finding, etc., as regards strategic initiatives.

-Interacts with various administrative/faculty personnel within the University as well as business/agency personnel external to the University, potential vendors, students/parents, etc.

-Oversees the coordination and placement of student hires in the College via the Federal Work Study Program, and processes associated paperwork related to those program assignments.

-Drafts/submits letters of recommendation, application materials, etc., on behalf of the Dean's Office for students applying for scholarships, fellowships, graduate school or employment.

-Serves as the College's primary point of contact for the flow of information as regards the Banner Student Payroll and Banner Payroll procedures and leave/time submittal, and as required by the Dean and Human Resources, has responsibility for consistency in the dissemination of information to the College's administrative personnel as regards SHRA policies and procedures.

-Carries out office managerial duties for the CAHSS Dean's Office, and maintains the flow of work and information among the Dean's staff. This responsibility entails more independence and oversight as regards coordination of staff employment processes, assessment of work experience and skill sets, work schedules, task requirements, to ensure timely completion of work assignments/deadlines. It also includes assessment and input as regards Dean's Office staff employee evaluations. In addition, this role has responsibility for providing professional/career development initiatives/activities (i.e., workshops, mini-retreats, etc.) for the CAHSS SHRA staff. This staff managerial responsibility also extends to overseeing departmental need and requisite assignments of CAHSS temporary employees and associated paperwork, as well as determination/acquisition of required skills and training.

Analyze situations based on knowledge of the College and its activity, culture, and administrative/academic priorities, that may potentially impact the College, its administration, faculty, students and staff; and utilizing insight based on observation, base of knowledge and insight, the employee is able to work closely with the Dean's Office administration to determine best course of problem resolution.

-Assists the Dean and CAHSS Administrators as required/requested with the generation of necessary reports and documents required by the various administrative and academic divisions/departments/offices/agencies that interface with the Office of the Dean/ CAHSS.

-Drafts correspondence on behalf of the Dean (i.e., inquiry responses, support letters, promotion/tenure/reappointment letters, etc.), and assists with drafting/editing/proofreading various reports/proposals prepared and administered by and through the Office of the Dean and CAHSS.

-Drafts SHRA position descriptions as needed for the College's academic units.

-Assists with CAHSS document editing to ensure accuracy of information, style/formatting, English grammatical and structural rules/guidelines. As requested/needed, assists other University personnel with review, writing and editing of various documents (e.g., accreditation reports, CAHSS "Points of Pride" informational/recruitment brochure, College of Health and Human Sciences ( CHHS) documents/correspondence, etc.).

-Prepares publications, fliers, and presentation materials for CAHSS programs, workshops, staff development/training workshops/meetings, etc.

-Maintains electronic and hard-copy records of confidential paperwork, correspondence, etc., as related to the Dean's Office or ensures that the appropriate documentation is recorded in the Office by the appropriate personnel (i.e., Dean's Office budget records, EHRA personnel records, etc.).

-Generates information databases/spreadsheets as needed.

-Possesses knowledge of and the ability to use University-approved data management systems (i.e., Banner Finance, Banner Payroll, AGGIE MART, etc.) and other related vehicles such as the NC A&T Factbook, UNC-GA data, the Internet, etc., in order to determine necessary information required to compile various reports/documents.

Coordinates EHRA employment/payroll processes for CAHSS. This responsibility entails constant contact with the CAHSS department chairs/directors, CAHSS administrative support staff, EHRA Salary & Budget personnel, etc., and detailed review of faculty paperwork to ensure CAHSS compliance with University/State EHRA employment guidelines.

Serves in an intensive oversight/authorization role regarding the CAHSS Dean's Office funds/accounts and works closely with other CAHSS administrators and budget personnel to monitor correct/allowable expenditures and strategic utilization of funds.

-The employee monitors the daily budget processes for the Dean's Office, advises the Dean's Office administration/support staff of potential budgetary/funding impacts, and suggests strategies regarding funding allocation and expenditure priorities.

-Assists with the generation of electronic purchase requisitions, budget revisions, etc., for the Dean's Office and during periods of departmental administrative support personnel transitions, has assisted with daily budgetary/paperwork processing responsibility for various departments and University academic units (e.g., CHHS).

-Possesses knowledge of and exhibit ability to skillfully operate/manipulate required office equipment (i.e., computer, scanner, copier, fax machine, typewriter, etc.), associated software programs (i.e., Excel, Word, PowerPoint, etc.), and information technology (i.e., audio/visual equipment, teleconferencing equipment, etc.) in conjunction with job duties and responsibilities.

-Displays on a daily basis, an in-depth knowledge, ability and intuition regarding the executive assistant job functions, as well as a historical understanding of the guidelines, policies and procedures essential to ensure CAHSS reliability and compliance as mandated by the University/ UNC System/State.

Extensive responsibility in assisting with the administrative and advancement strategies and processes for CAHSS, and works closely with the Dean's Office Advancement/Development personnel to determine student scholarship awarding/opportunities, donor/advisory board interactions, and CAHSS advancement/development implementation.

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.