Executive Assistant

Classification Information

Position Classification Title

Executive Assistant

FLSA

Non-Exempt

Position Class

10433

Position Overview

Position Summary

Are you an administrative professional with a background in Higher Ed? Are you passionate about supporting students on their academic journeys? The Graduate College of Winston-Salem State University is seeking an Executive Assistant

Join the Ramily

The Graduate College at Winston-Salem State University (WSSU) fosters excellence and quality in graduate education by providing exceptional support and professionalization for graduate students while promoting scholarship, research, and innovation and bolstering the diversification of interdisciplinary graduate degree programs. This position serves as the Executive Assistant to the Dean of the Graduate College and is part of a dedicated, passionate team

Responsibilities include:

• Manage calendars for the Graduate College and the Dean of the Graduate College, and record meeting minutes
• Coordinate meetings and appointments, prioritize the Dean's schedule, and negotiate timeframes and deadlines accordingly
• Handle travel arrangements for the Dean, including obtaining advanced payment approval, registering for events, booking hotels and flights, preparing itineraries, and reconciling expense documents upon return
• Serve as the first point of contact for the Graduate College, answering inquiries from students, faculty, staff, graduate applicants, and visitors
• Develop and manage a database of contact, initiatives, and assignments
• Draft professional communications such as letters, emails, memos, meeting agendas, and reports as requested
• Communicate requests for action or information to appropriate personnel on behalf of the Dean
• Review budget and fund availability, and maintain office supplies
• Collaborate with internal and external stakeholders to ensure a positive and supportive environment for graduate students, faculty, staff, and applicants

Primary Function of Organizational Unit

The Graduate College at Winston-Salem State University fosters excellence and quality in graduate education by providing exceptional support and professionalization for graduate students while promoting scholarship, research, and innovation and bolstering the diversification of interdisciplinary graduate degree programs.

Position Information

Position Number

505001

Competency Level

Contributing

Working Position Title

Executive Assistant

Building and Room No.

322 Hill Hall

Work Hours: From [time] to [time] on [days] of [week]

8-5

Hours per week

40

Months per year

12

Appointment Type

Time limited

If Time Limited.

Yes

Appointment Length.

6 years pending grant renewal funding

DHR Assigned Fields

FTE

1

Requirements and Preferences

Position required to work during periods of adverse weather or other emergencies

Not Mandatory

Position required to work On-Call/Emergency Callback

No

Minimum Experience/Education

High school diploma or equivalency and three years of progressively responsible administrative/office management experience; or 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.

Preferred Years Experience, Skills, Training, Education

• Prior experience with Ellucian Banner
• Proactive problem-solving skills
• Exceptional organization and communication skills
• Demonstrated ability to manage a wide range of administrative and executive support tasks

Required License or Certification

Valid US Driver's License

No

Commercial Driver's License Required

No

Physical Required

No

List any other medical/drug tests required

Posting Details

Posting Number

SPA01012P

Internal Posting Only

No

Time Limited Position

Yes

Appointment Length

6 years

Salary

$37, $86,062.00

Open Date

11/13/2025

Close Date

12/04/2025

Open Until Filled

No

Special Instructions Summary

Our agency supports second-chance employment for individuals who were previously incarcerated, or justice-involved. We invite all potential applicants to apply for positions for Which they may be qualified.

Please Note:

• A criminal background check will be conducted on the candidate finalist prior to the offer of employment.
• If it is determined that no applicants meet the minimum competency, education, and experience requirements, then management may consider other applicants.
• Salary will be determined based on competencies, equity, budget, and market considerations.
• Resumes will not be accepted in lieu of completing an electronic application. The application must be completed in full detail (including work history) for your qualifications to be considered.
• Failure to complete the application completely may result in you not being considered for the vacant position.
• Your application for the position will not be completed until you receive an online confirmation number at the end of the process of applying for a position.
• If you have general questions about the application process, you may contact Human Resources at Individuals with disabilities requiring disability-related accommodation in the application and interview process, please call

Key Responsibilities and Related Competencies

Competency

Planning and Organizing Work

Describe the specific job duties related to this competency

Coordination and management of calendars, including scheduling meetings, appointments, and conference/video calls.

Maintain a Graduate College calendar integrating University and external stakeholders meetings and events.

Assist in prioritization of the Dean's time.

Responds to a wide variety of inquiries from faculty, staff, and potential graduate applicants.

Use multiple computer applications to support key administrative functions.

Prioritize and negotiate organizational needs regarding meetings, timeframes and deadlines.

Lead activities related to travel for the Dean to include, securing advanced payment approvals, registering for events, booking hotels, flights and reconciling documents upon return.

Prepare detailed itineraries and ensure all travel arrangements align with University policy.

Coordinate logistics for meetings, both on-site and virtual.

Percentage Of Time

30

Competency

Knowledge - Program and Organization

Describe the specific job duties related to this competency

Demonstrates knowledge of the organization and its various programs through actions and communications with constituents.

Provides administrative and technical assistance on a wide range of special projects as assigned by the Dean.

Develop and manage a database of contacts, initiatives, and assignments. Record minutes or notes of meetings as assigned.

Percentage Of Time

20

Competency

Communication - Verbal / Written

Describe the specific job duties related to this competency

Communicate appropriately to all Graduate College stakeholders.

Drafts letters, memos, meeting agendas, and reports as assigned.

Review policies and protocol to ensure communication with internal and external stakeholders is appropriate.

Communicate requests for action or information to the appropriate personnel.

Draft, proofread, and edit emails, documents and presentations as needed.

Percentage Of Time

20

Competency

Budgeting

Describe the specific job duties related to this competency

Review the budget or seek confirmation of fund availability before processing expenditures. .

Develop an office supply list based on fund availability.

Reconcile travel and purchasing cards after approved expenditures.

Percentage Of Time

10

Competency

Interpersonal Skills

Describe the specific job duties related to this competency

Work cooperatively with all member of the Graduate College team, graduate program directors and other stakeholders to carry out the University's mission, strategic goals, and objectives.

Establish rapport with visitors of the Graduate College, students, faculty, staff and graduate candidates to ensure that their needs are identified and met.

Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds.

Percentage Of Time

20