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Executive Assistant to the Vice Chancellor, University Advancement
Job Description
Posting Number
PG192856SPInternal Recruitment
YesWorking Title
Executive Assistant to the Vice Chancellor, University AdvancementAnticipated Hiring Range
$55,000 - $64,000Work Schedule
Monday - Friday; 8:00 am - 5:00 pm. with some after hours requiredJob Location
Raleigh, NCDepartment
University AdvancementAbout the Department
North Carolina State University (NC State) was founded in 1887 with the purpose of creating economic, societal and intellectual prosperity for the people of North Carolina. Today it is the largest university in North Carolina with more than 37,500 high-performing students, 8,000 pre-eminent faculty and staff and over 250,000 living alumni. NC State is known for its leadership in research, education and service and as a research extensive university, is recognized for its strengths in science, engineering and technology. The University consistently ranks among the top public national universities and as one of the best values in higher education.
University Advancement (UA) secures support for NC State University by raising funds from private sources, engaging current and future alumni, building a culture of philanthropy, and enhancing the university’s reputation through integrated marketing and communications. Led by Vice Chancellor Brian Sischo, UA fulfills its mission through the operations of four main units: University Development, which seeks and obtains philanthropic support; Alumni Engagement and Annual Giving, which fosters and maintains mutually rewarding relationships with the university’s alumni; University Communications and Marketing, NC State’s dedicated communications agency; and Advancement Services, which provides information management and other key support functions to all University Advancement units.
We take a great deal of pride in our collaborative, supportive and collegial team culture. We value diversity, equity and inclusion understanding that diverse perspectives and experiences strengthen our team and ensure greater success in fulfilling our mission. All staff are provided opportunities for training and professional development with an eye to personalized career growth.
Essential Job Duties
Reporting to the Executive Director of University Advancement and Chief of Staff (COS), the Executive Assistant (EA) serves as the chief administrative agent and project manager for the Vice Chancellor (VC) of University Advancement. The EA works in close collaboration with members of the University Advancement leadership team, the Chancellor and his staff, other University leaders, and Advancement team members across campus. In this role, the EA is the first point of contact for those seeking appointments with the VC, vetting requests and assigning follow-up to others within the organization. The EA performs all of these duties in a professional, confidential and positive manner, and demonstrates integrity, good judgment, and the ability to work well with a variety of people and styles.
Major Duties and Responsibilities:
- Manages the schedule, coordination and facilitation of all calendar items and travel arrangements for the VC, anticipating and resolving conflicts competing with the VC’s schedule and/or priorities involving the highest levels of donors, volunteers, faculty and staff at the university.
- Contact alumni, donors and potential donors to secure appointments including cold calls to those with no previous relationship or contact from NC State.
- Assist with preparation of reports, materials and presentations for the Chancellor, Board of Trustees, Campaign volunteers, University Advancement leaders, College/Unit administrators, and UNC General Administration (UNC System Office).
- Represents the Vice Chancellor’s Office on standing committees and task forces as directed.
- Assumes responsibility for managing projects as assigned that may include working independently to help coordinate volunteer support, conduct necessary research and analysis, plan and organize meetings and other related University Advancement activities and events.
This position is for current, permanent NC State University employees only.
Other Responsibilities
- A clear understanding of organizational policies and procedures is critical;
- Fosters supportive and productive relationships with colleagues both within Advancement and the University as a whole;
- Attend a variety of events throughout the year;
- Perform other duties as required or 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.
All degrees must be received from appropriately accredited institutions.
Other Required Qualifications
- Capable of managing competing priorities and multiple deadlines, and seeing projects through from beginning to end;
- Professionalism and judgment, ability to work with influential people;
- Goal-oriented self-starter with high attention to detail and discipline to regularly set and exceed work goals;
- Exceptional reasoning and problem-solving skills;
- Unrelenting commitment to confidentiality around highly sensitive information;
- Poised and self-confident in groups;
- Ability to understand and interpret policy and procedures, and take appropriate action;
- Ability to develop and engender trust-based, effective, and collaborative relationships with administrators, volunteers, and colleagues as part of a team in a large, complex, decentralized research university;
- Demonstrated commitment to outstanding customer service;
- Excellent verbal and written communication skills;
- Proficient technical / computing skills including experience with Microsoft Office Suite, Gmail calendaring, and Google Docs/Google Drive;
- Direct experience supporting Executive-level Leadership (Dean/Vice Chancellor) at NC State;
- Knowledge of NC State, its culture, mission, and structure.
Preferred Qualifications
- Experience working in fundraising for a complex non-profit organization, preferably in a higher education setting.
- Experience with database operations and usage, including CRM and other relational databases.
- Notary of North Carolina.
Required License or Certification
A valid North Carolina Driver’s license or the ability to obtain one within 60 days of employment.
Valid NC Driver's License required
YesCommercial Driver's License Required?
NoJob Open Date
11/22/2022Earliest 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.)
12/05/2022Notice to Applicants
This position is for current, permanent NC State University employees only.
Special Instructions
In addition to your application please submit a resume, cover letter, and the contact information for at least three professional references.
Please make sure that the work history listed on your application is identical to the work history listed on your resume.
Please make sure that the work history listed on your application is identical to the work history listed on your resume.
Position Number
00044762Position Type
SHRAPosition Classification Band Title
Executive AssistantPosition Classification Band Level
AdvancedPosition Classification Salary Range
$31,200 - $71,976Salary Grade Equivalency
GN12Alternate 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)
1.0Appointment
12 Month RecurringMandatory Designation - Adverse Weather
Non Mandatory - Adverse WeatherMandatory Designation - Emergency Events
Non Mandatory - Emergency EventTime Limited Position
NoIs this position partially or fully funded on ARRA stimulus monies?
NoDepartment Id
080101 - Office of Univ AdvancementAA/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.
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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