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CNR Academic Affairs Executive Assistant

North Carolina State University

Job Description

Posting Number

PG192842SP

Internal Recruitment

No

Working Title

CNR Academic Affairs Executive Assistant

Anticipated Hiring Range

$50,000 - $55,000 (commensurate with education & experience)

Work Schedule

Monday - Friday, 8:00am - 5:00pm with occasional nights and weekends

Job Location

Raleigh, NC

Department

College of Natural Resources

About the Department

The College of Natural Resources (CNR) at North Carolina State University (NC State), where “the planet is our classroom,” has a compelling 90+ year history of creating value at the intersection between the natural and built environment. CNR is a tight knit community of passionate and caring people dedicated to improving the environments and communities in which we live, work, learn, and play. CNR’s comprehensive approach to teaching, research, extension, and engagement empowers our students and stakeholders, and encompasses the many and varied ways in which people’s physical, economic and social needs are met through the responsible use of natural resources. 

The CNR Academic Affairs Office strives to develop the best stewards and leaders of natural resources for the future by focusing on initiatives throughout the whole student experience, from recruitment to graduation and beyond. CNR places a strong emphasis on enriching student development by providing student success services such as tutoring and by offering and promoting co-curricular experiences and other professional development opportunities to complement classroom learning. CNR’s high-quality academic offerings and its emphasis on hands-on learning are why it is an academic world leader in the sustainable use of natural resources.

Essential Job Duties

The Executive Assistant for the Academic Affairs Office (AAO) in the College of Natural Resources (CNR) provides high level-administrative support directly to the Associate Dean of Academic Affairs (ADAA). This position also contributes to the unit through customer reception, applying problem solving skills, and providing administrative support for office management, event coordination, budgeting, and professional communications. The Executive Assistant regularly interacts with students, faculty, staff, alumni, employers, prospective students and their families. This professional also works proactively to promote the CNR values of equity and inclusion, community, collaboration, innovation, and sustainability.
Detailed responsibilities include:

Planning, Organizing, and Administrative Support
  • Provide executive support to the ADAA: Use discretion, regular coordination, program knowledge, independent research, and judgement to manage the calendar, respond to general inquiries on behalf of the ADAA, and prepare the ADAA for pertinent meetings, presentations, reporting, and follow-up.
  • Assist with AAO project management, which includes generating and managing timelines, schedules, and standard operating procedures necessary to provide adequate and timely planning, preparation, and accomplishment of scheduled tasks, events, reports, and deadlines. Track and monitor pending issues for follow-up.
  • Contribute to managing events and programs as needed, including but not limited to doing background research, leading event planning and preparations, securing facilities and caterers, issuing information or invitations, managing event budgets, developing communications materials, and providing staff support during the event. Events include but are not limited to commencement, Open House, and other recruiting and student events.
  • Provide administrative support for some committees and activities, which includes organizing and assimilating documents, setting draft agendas and calendar invites, securing meeting locations, taking sufficiently detailed notes and minutes, managing the status of action items, synthesizing information from multiples sources, compiling data, and sending announcements and follow-up, as needed. These include but are not limited to student recruitment, scholarships, and faculty and staff awards.
  • Perform special projects and assignments that help fulfill the academic mission for CNR, as requested by the ADAA.

General Office Management
  • Provide customer reception for AAO, both onsite and via email, phone, and other communication channels.
  • Manage business affairs for AAO, which includes monitoring and reconciling office and program budgets, tracking travel and office expenditures, assisting with awarding and tracking funds for student enrichment experiences and scholarships, assisting with the employment of student worker(s), assisting student groups with financial matters, and working closely with the CNR Business Office. As needed, manage travel arrangements for the ADAA and other AAO team members.
  • AAO records management: Organize and properly store and dispose of digital and paper records according to university policies and guidelines.
  • Purchase, organize, and maintain office equipment, supplies, and merchandise inventory.
  • Work proactively to promote the CNR values of equity, inclusion, community, and collaboration.

Professional Communications
  • Be courteous, welcoming, and professional at all times when assisting customers and visitors. Treat others with respect. Be mindful of how words and actions can impact others and our community.
  • Approach interactions with team members and key stakeholders with a solutions focus and a collegial, inclusive, and collaborative mindset.
  • Coordinate the creation and publishing of CNR student newsletters.
  • Assist ADAA with reports, presentations, emails, data visualizations, and other professional communications.
  • Support college public relations efforts by working closely with the CNR Communications and Marketing team to ensure AAO messaging is accurate, up to date, and consistent across all digital, print, and other media. When needed, assist with content generation and updating components of the college website, digital billboards, and other media; these include student stories, recruitment materials, and graduation programs.
  • Be aware of, recognize, and appreciate individual and cultural differences. Be part of cultivating a community that has a sense of belonging for all students and coworkers.

Problem Solving
  • Handle information and data with the proper security, discretion, and care.
  • Resolve questions and issues brought to AAO by students, families, staff, faculty, and administration. Maintain the customer FAQ guide.
  • Anticipate the needs of the ADAA and other AAO staff and foresee potential problems and conflicts that could impact serving business needs; use program knowledge and independent research to propose and facilitate solutions.
  • Work proactively to promote the CNR values of innovation and sustainability.
  • Provide input into the strategic and financial long-range planning for the unit.

Other Responsibilities

  • Responsible for special projects or duties as assigned by the Associate Dean of Academic Affairs.
  • Very infrequent work in the evenings and on weekends.

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

  • Prior experience in an administrative role that involved responsibility for general office management and coordinating schedules, projects, and/or events.
  • Possess a strong attention to detail and excellent organizational skills.
  • Ability to balance multiple responsibilities and prioritize appropriately.
  • Ability to organize meetings and events.
  • Commitment to being courteous, welcoming, and professional at all times when assisting customers, visitors, and team members.
  • Ability to handle interruptions but still accomplish tasks in a timely manner.
  • Ability to work collegially, inclusively, and collaboratively among people with diverse educational backgrounds, experiences, and business functions.
  • Ability to work independently with minimal supervision and a high degree of accuracy.
  • Ability to maintain a professional appearance and conduct.
  • Ability to be clear and to exercise diplomacy, tact, and judgment when communicating with a wide range of constituents and using various forms of professional communication.
  • Ability to use correct grammar, organization, and structure.
  • Proficiency with Google Calendar and Google Suite products (Sheets, Slides, Docs, Drive) or comparable software.
  • Ability to exhibit practical problem solving and conflict resolution skills, but be able to determine when an issue should be escalated to the appropriate person.

Preferred Qualifications

  • Experience in providing executive-level administrative support.
  • Prior experience in managing budgets.
  • Professional experience in higher education.
  • Experience with project management software or Wordpress.

Required License or Certification

N/A

Valid NC Driver's License required

No

Commercial Driver's License Required?

No

Job Open Date

11/22/2022

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.)

11/30/2022

Notice to Applicants

Please make sure that the work history you list on your application is identical to the work history listed on your resume. The application must be filled out completely, do not use the phrase “see resume.”

Special Instructions

Please include as attachments a resume, cover letter, and contact information for at least 3 professional references. 

Position Number

00043005

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

GN10

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

150101 - College of Natural Resources

AA/EEO

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. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at the Office of Institutional Equity and Diversity.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. 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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