Executive Assistant
4 weeks ago
The responsibilities of the Executive Assistant include, but are not limited to, providing administrative support to the Vice Provost for Engagement and Outreach in the management of all units reporting to the position and facilitating effective and efficient unit operations. The Executive Assistant will assist with planning and implementing programs, tracking internal and external funding, preparing written correspondences and reports, and other administrative support functions.
Primary Function of Organizational Unit
North Carolina Agricultural and Technical State University is an 1890 public and land-grant, doctoral higher research (R2) institution and one of 17 constituent institutions of the University of North Carolina System.
N.C. A&T's enrollment of more than 13,200 makes it the largest historically black college or university (HBCU) in the nation, and the No. 2 Public HBCU as ranked by US News and World Report. N.C. A&T has ranked third in the University of North Carolina System in sponsored research funding for more than a decade. Consistent with its land-grant mission, the university is a leading producer of change agents and global leaders in the STEM disciplines, business, health and human sciences, as well as the arts and humanities. N.C. A&T offers degree programs at the baccalaureate, masters and doctoral levels, as well as certificate programs.
The Office of the Vice Provost for Engagement and Outreach provide strategic leadership for campus operations and facilitate connections between campus-engaged scholars and the broader community. The VPEO oversees the Extended Campus (Distance Education and Extended Learning), and Office of Career Services and Experiential Learning and connects the university's engagement, extended learning, and outreach into a cohesive and strategic program to serve its local, regional, national and global communities.
Work Hours 8:00 am to 5:00 pm on Monday through Friday Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies.
Key Responsibilities and Related Competencies
Required Competency Planning and Organizing Work Duties
Maintains administrator's calendar, schedules appointments without prior approval based on knowledge of administrator's responsibilities and issues of importance. Locates and assembles information for various reports, briefings, and conferences. Makes travel arrangements.
Uses judgment and independence to make changes to schedules and matters of the administrator. Attends administrator's meetings to stay abreast of and prioritize issues. Tracks and monitors pending issues for follow-up and independently develops agenda for future meetings. Organizes and assimilates documents for meetings.
Prevents scheduling conflicts or anticipates and resolves conflicts, competing with senior administrator's schedule and/or priorities. Plans and organizes conferences, retreats, and/or annual events for administrator. Serves on planning committees and collaborates with internal and external stakeholders to plan meeting and events.
Required Competency Communication-Written Duties
Independently researches, develops, and composes presentation materials, letters/emails and speeches for the administrator in a variety of settings. Anticipate administrator's needs to initiate written communication for administrators review. Edit documents developed from outside sources to incorporate the administrator's personal style.
Independently assimilates and composes materials, letters/emails and speeches for the administrator to use in a variety of settings (i.e. publications, web site, etc.) Edit documents to incorporate the administrator's personal style.
Required Competency Budgeting Duties
In conjunction with the administrator, advises subordinate units on fiscal matters such as budget planning, budget analysis, and funding sources. Manages the overall budget for the administrator by reporting expenditures and allocation of funds and sources on a regular basis.
Monitors and reconciles departmental, program budget, grants and special projects and tracks travel and office expenditures.
Required Competency Knowledge - Program and Organization Duties
Applies substantive knowledge of the Office of the Vice Provost for Engagement and Outreach and reporting units (Office of Career Services and Extended Campus) in order to assist and represent administrator thoroughly in the scope, diversity, and complexity of all program operations and organizational commitments. Demonstrates the knowledge of the nuances, appropriate protocol, and specific preferences of the administrator and constituents.
Required Competency Information/Records Administration Duties
Independently researches, analyzes, and make recommendations regarding a variety of information from internal and external sources.
Required Competency Office Technology Duties
Ability to utilize multiple office equipment and other relevant technology
(software and systems) to meet business needs. Ability to use software applications and tools to organize work, business processes and other requirements.
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