Work Schedule M-F, 8AM-5PM (Position may require occasional hours outside of the published work schedule)
Job Location Raleigh, NC
Department College of Natural Resources
About The Department
The College of Natural Resources is proud of its history at NC State University, from our origins as a School of Forestry in 1929 to our position today as the go-to place for solutions to natural resource challenges. Our College offers comprehensive teaching, research and extension programs that focus on creating a healthy and sustainable world. Our cutting edge academic programs and interdisciplinary research position our graduates for success in our state, region, nation and around the world.
We partner with business, industry, government, and nonprofits, serving both the state’s largest manufacturing industry (forest and wood products) and its largest service sector (tourism, including golf). Our three departments are: Forestry and Environmental Resources; Parks, Recreation and Tourism Management; and Forest Biomaterials. They are each nationally ranked and offer 10 bachelors, seven masters and four doctoral degrees.
The Dean’s Office provides administrative leadership and support to the College of Natural Resources, and represents the college within the university, as well as, to external constituencies outside of the university.
Essential Job Duties
The Executive Assistant to the Dean plays a critical role in the college by providing high-level administrative support directly to the Dean, contributing to the support of the Dean’s Executive Team, and representing the college as the primary interface with constituents across campus and external stakeholders.
In this role you will be responsible for managing the Dean’s schedule, coordinating special projects, and ensuring smooth daily operations within the Dean’s Office. Furthermore, you will serve as the primary point of contact for documents requiring the Dean’s signature, assist with drafting and reviewing communications, and monitor emails to prioritize activities and tasks for the Dean.
Key responsibilities are as follows but are not limited to:
Coordinating, Planning and Organizing
Coordinate and lead special projects, meetings, and events (in-person or virtual). Draft reminders and logistical details for attendees, and oversee related purchases and reservations.
Generate timelines and schedules for planning, preparation, and execution of tasks, events, and reports.
Arrange travel, coordinate itineraries, and communicate details. Prepare and submit travel reimbursements.
Monitor award deadlines, ensure processes are followed, and materials are prepared accurately and on time.
Draft and maintain standard operating procedures and rules for the Dean and college, including creating forms, surveys, and tracking requests.
Operational Management and Communications
Assist constituents with inquiries and requests on behalf of the Dean. Identify issues needing the Dean’s attention, redirect others, and follow up to ensure resolution.
Collaborate with college and university partners to implement new and updated policies, regulations, rules, mandates, and guidelines.
Serve as the Records Retention/Disposition Officer for the college.
Collect information and prepare reports and presentations for timely submission, such as the college annual report to the Provost and the annual report to the Chancellor.
Work with other university Dean’s Executive Assistants to share information and solve problems collaboratively.
Other Responsibilities
This position will ensure that the Dean’s Office is staffed from Monday through Friday between 8:00am and 5:00pm, and will perform other duties as assigned.
Qualifications
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 administrative support role coordinating meetings, schedules, projects and events.
Demonstrated ability to maintain professional conduct through diplomacy, tact, and judgment in interacting with a wide range of constituents
Strong written and oral communication skills demonstrated by previous roles or projects
High attention to detail and effective time management, evidenced by the ability to meet deadlines consistently
Experience with prioritizing requests in a fast-paced and demanding environment
Experience drafting and formatting standard office communications and a variety of other written materials
Experience setting up and hosting virtual meetings and events, including integrating visuals and presentations
Preferred Qualifications
Prior experience in an academic administrative support role.
Ability to work both independently and as part of a close-working team in a fast-paced, executive-level setting requiring initiative, strong organization, flexibility, and the prioritization of multiple demands.
Ability to establish and maintain effective working relationships with college and university personnel, government or other agency officials, and the general public
Proficient with Microsoft Office Suite or similar software, particularly Microsoft Word and Excel
Proficient with Google Calendar and Google Suite
Required License Or Certification
n/a
Valid NC Driver's License required No
Commercial Driver's License Required? No
Recruitment Dates and Special Instructions
Job Open Date 06/17/2024
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.) 06/24/2024
Notice to Applicants
Please note that the work history on your resume, must also be included in your application.
Special Instructions
Please include a cover letter, resume and contact information for three professional references.
Position Details
Position Number 00043001
Position Type SHRA
Position Classification Band Title Executive Assistant
Position Classification Band Level Advanced
Position Classification Salary Range $ 37,306 - $ 86,062
Salary Grade Equivalency GN12
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
Time-Limited Appointment Length (if applicable)
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 [email protected] .
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.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative
Industries
Higher Education
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