Program Assistant

1 month ago

Raleigh, United States Shaw University Full time
Job Summary:

Reporting to the Director of the Center for Cybersecurity Education and Research (C-CER), the Program Assistant will provide a high level of active and independent customer care and office support. The Program Assistant is the first line of contact for visitors, vendors, consultants, faculty, and staff participating in business for C-CER.

Essential Job Functions:

•Works collaboratively with the Director of C-CER to monitor workshops, webinars and activities; ensuring set up,
attendance reporting and survey distribution .
•Coordinates and completes requisitions for Skills Advancement Support (SAS), supplies, equipment and other
needs at the request of management
•Designs and disseminates reports and models which track professional development workshops and various
initiatives
•Drafts routine correspondences, flyers and communication materials to promote activities for cybersecurity
•Proofreads all documents for accuracy and clarity
•Records and prepares minutes for office and committee meetings
•Maintains data on designated data system(s), including but not limited to Excel, Jenzabar, Adobe and Qualtrics
•Opens, reads, routes and distributes incoming mail accordingly
•Actively participates in university events for faculty and staff
•Generates reports and documents effectively utilizing appropriate software functions
•Drafts professional service agreements, memorandums of understanding and contracts for the purpose of
cybersecurity related professional development for faculty and staff
•Works in conjunction with the Office of Human Resources to ensure onboarding and training for activities for new
faculty and staff
•Assists in the scheduling of assessment testing for new hires
•Manages the Professional Development workshops & training calendar
•Collaborates with the Office of Sponsored Programs to ensure compliance with all grant related requirements
•Manages the day-to-day office functions, including filing and record keeping and the day-to-day operations of C-CER
•Assists with the implementation activities for C-CER
•Tracks expenditures and inventory for C-CER
•Obtain, prepare, and classify print and electronic resources for C-CER
•Performs circulation desk procedures for C-CER, such as checking in and checking out materials
•Assists patrons (i.e., faculty, staff) of C-CER with their needs such as locating resources related to their areas
and/or research projects
•Other duties as assigned

Supervisory Responsibilities:

Work-study and grant-funded students

Minimum Job Qualifications

Education and/or Experience

  • Bachelor's degree preferred.
  • Minimum of 3 years' experience working as an administrative assistant to senior level executives is desired.
  • Experience in a higher education setting preferred.
  • Must be responsive, quick-thinking, and possess an innate ability to anticipate and respond to issues.
  • Establish priorities, and work in an organized manner with emphasis on detail and accuracy.
  • Ability to handle multiple tasks and assignments and meet competing deadlines.
  • Ability to work independently without close supervision and as a member of a team.


Five Specific Competencies

Achieving Results

Sets challenging goals, tracks progress towards them, solves performance problems, and demonstrates urgency and drive towards achieving them.

Collaboration

Builds constructive working relationships with clients/customers, other work units, community organizations and others to meet mutual goals and objectives. Behaves professionally and supportively when working with individuals from a variety of ethnic, social, and educational backgrounds.

Communication

Clearly and respectfully conveys and receives information and ideas through a variety of media to individuals or groups in a manner that engages the listener, helps them understand and retain the message, and invites response and feedback. Keeps others informed as appropriate. Demonstrates good written, oral, and listening skills.

Customer Service

Makes customers/clients and their needs a primary focus of one's actions; shows interest in and understanding of the needs and expectations of internal and external customers (including direct reports); gains customer trust and respect; meets or exceeds customer expectations.

Strategic Focus

Understands how an organization must change considering internal and external trends and influences; keeps the big, long-range picture in mind; builds a shared long-range organizational vision with others. Committed to course of action to achieve long-range goals and influences others to translate vision into action.

Other Competencies (skills, abilities, behavior)

Must have a philosophy that is consistent with the Mission, Vision, and Core Values of the organization. Vision, commitment, and experience in achieving goals and pursuing excellence is critical. Strong oral and written presentation skills. Ability to work well independently and as a member of a team. Excellence in organization, decision-making, problem-solving and creating a collaborative environment. Ability to manage multiple projects simultaneously. Must be able to read, write and speak fluently in English.

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