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Executive Assistant
Job Description
Posting Number
PG193975SPInternal Recruitment
NoWorking Title
Executive AssistantAnticipated Hiring Range
Commensurate with Experience ($60,373 - $64,373)Work Schedule
Monday - Friday, 8:00 am - 5:00 pm (occasionally require working outside of normal business hours)Job Location
Raleigh, NCDepartment
Administration - Research ServiceAbout the Department
The North Carolina Agricultural Research Service (NCARS) mission is one of service. Our mandate is to support the citizens of North Carolina through research that has a positive impact on their lives; but our goal is to conduct that research in a manner that extends the benefits beyond our borders, to the citizens of the nation and the world.
Essential Job Duties
This position serves as the Executive Assistant for the North Carolina Agricultural Research Service (NCARS) in the College of Agriculture and Life Sciences (CALS).
The Executive Assistant reports to the Associate Dean who serves as the Director of the NCARS. The position directly supports the Associate Dean & Director of NCARS, the Assistant Director of NCARS, and the Director of Research Partnerships. The position serves as a backup to the NCARS University Program Specialist as needed.
Position functions independently to develop, administer, and manage comprehensive administrative responsibilities on behalf of the Associate Dean and Director(s). Responsibilities include:
The Executive Assistant reports to the Associate Dean who serves as the Director of the NCARS. The position directly supports the Associate Dean & Director of NCARS, the Assistant Director of NCARS, and the Director of Research Partnerships. The position serves as a backup to the NCARS University Program Specialist as needed.
Position functions independently to develop, administer, and manage comprehensive administrative responsibilities on behalf of the Associate Dean and Director(s). Responsibilities include:
- Manage day-to-day administrative operations within NCARS in consultation with the Associate Dean.
- Serve as the primary administrative contact for NCARS, working in partnership with the CALS Deans Office, Cooperative Extension, Academic Programs, 12 CALS departments, 8 Centers, and external stakeholders.
- Provide administrative support to NCARS committees, including CALS search committees, CALS Research Committee, and additional ad hoc committees.
- Compose, review, and edit correspondence including emails, letters, memoranda, and reports pertinent to Research Administration and other matters as required.
- Maintain daily calendars and in-office databases.
- Make travel arrangements and submit Travel Authorizations and Reimbursements; Prepare paperwork for the CALS Business Office (CBO) for IDTs, Journals, Vouchers, Honorariums, Awards, etc.; Assist with PCard receipt reconciliation in cooperation with the University Program Specialist.
- Create PowerPoint slides for NCARS presentations, manage the NCARS electronic bulletin board, and assist with internal documentation as needed.
- Serve as principal planner and administrator for NCARS meetings, visits, events, and initiatives (university, government, industry, and commodity representatives). Provide support for these events through scheduling, space/venue selection and management, food and beverage coordination, creating agendas, collecting event documents, on-site event management, and providing post-event communications and document archiving.
You Belong Here! At NC State, our goal is for all employees to reach their fullest potential at work. As you consider this opportunity, we encourage you to review our Employee Value Proposition (https://news.hr.ncsu.edu/you-belong-here/) and learn more about what makes NC State the best place to learn and work for everyone.
Minimum Experience/Education
High School diploma or equivalency and three years of progressively responsible administrative/office management experience; or graduation with an associates degree in Secretarial Science, Business Administration, or a related discipline and one year of progressively responsible administrative/office management experience; or bachelors 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
- Outstanding interpersonal and customer service skills; the ability to form and maintain effective working relationships with internal and external constituents and excellent verbal and communication skills.
- Experience planning and support of meetings and events.
- Proficiency with Microsoft Office programs Word, Excel, and PowerPoint and Google applications and experience with designing and creating PowerPoint presentations.
- Ability to work with databases and spreadsheets, especially with regard to composing, editing, and compiling reports.
- Dependable and able to work independently, interpret and apply university policy and procedural guidelines, and organize workflow in the office.
- Able to respect and maintain confidentiality and exercise professionalism and discretion when dealing with internal and external constituents.
Preferred Qualifications
- Experience related to the area of assignment, or equivalent combination of training and experience.
- Knowledge of higher education environments and understanding of the University system and its relationship to its constituent institutions, its governing board, and the state government.
- Familiarity with Business Operations at NCSU including the use of the MyPackPortal System to include PeopleSoft system, RADAR, Marketplace, Wolf Reports, and Web Leave or similar systems.
- Experience with NCSU, land grant institutions, and/or the UNC system in an administrative capacity as well as exposure or experience in a research administration capacity or at a research-related enterprise; experience with donor relations, CAMS Inventory software, and NC State VIN system are also preferred skills and experience.
Required License or Certification
- Valid NC drivers license or the ability to obtain within 60 days of start.
Valid NC Driver's License required
YesCommercial Driver's License Required?
NoJob Open Date
05/06/2024Earliest 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.)
05/10/2024Notice to Applicants
Please note that the work history on your resume, must also be included in your application.
Special Instructions
Please attach a resume, cover letter, and contact information for three professional references.
Position Number
00041651Position Type
SHRAPosition Classification Band Title
Executive AssistantPosition Classification Band Level
JourneyPosition Classification Salary Range
$ 37,306 - $ 86,062Salary Grade Equivalency
GN10Alternate 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)
1.00Appointment
12 Month RecurringMandatory Designation - Adverse Weather
Non Mandatory - Adverse WeatherMandatory Designation - Emergency Events
Mandatory - Medical EmergenciesTime Limited Position
NoDepartment Id
110301 - Administration - Research ServAA/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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