Executive Assistant - Journey

Company: East Carolina University

Job Location: Greenville

Category: Executive Assistants

Type: Full-Time

Position Number: 922019

Full Time or Part Time: Full Time

Organizational Unit Overview: The Division of Student Affairs comprises over 30 departments, each responsible for providing various student support, services, and educational programs accessible to the university community. With over 300 full-time employees and over 1200 student workers, the Division supports Pirate success through environments that enhance student development, engagement, belonging, well-being, and career readiness. The Division strives to be a national leader in developing student experiences that positively transform lives and communities through work that makes students the focal point of our services, policies, and programming; creates a community where all feel safe, included, and welcomed; treats each other with dignity and civility, and recognizes every individual has rights, ideas, and beliefs; maintains open and honest interactions, and delivers high-quality programming, services, and resources through continuous reflection and improvement.

Job Duties:

This position works directly with the Associate Vice Chancellor and Director of Business Services for Campus Living by organizing activities and schedules, coordinating events with multiple participants and organizations, arranging meetings with a wide variety of clients, coordinating travel, managing confidential correspondence, and providing significant support. This position serves as a liaison with divisional leaders, external/internal constituents, department chairs, faculty, staff, students, parents, and University administrators. This position will support the Associate Vice Chancellor in carrying out the duties and responsibilities of managing the unit and serve as a lead administrator for Campus Living. The Executive Assistant is a leader in the coordination and execution of the Early Drop Off process. This position will manage the apartment rental program which is used to assist new and current staff members who have housing emergencies and/or needs transitioning to Greenville as new employees. This position will also serve as a key part of work triangles in Campus Living Business Services including payroll support, purchasing support, invoicing, reconciliations, and expense report and travel processing.

Budgeting & Finance:

Establishes and maintains paper and electronic files and budgeting records for the Associate Vice Chancellor and the Director of Business Services. This position will be responsible for submitting journal entries as requested, completing ProCard purchases, and reconciling in Emburse for the Associate Vice Chancellor as well as all Campus Living Management Team members as needed. This position will monitor departmental budgets and track all expenditures by completing reconciliations for revenue and expenses. This position will calculate and enter charges on student accounts, make purchases through PORT, and process travel as needed.

Interpersonal Skills & Communication - Written:

This position will use interpersonal skills and communicate with a high degree of discretion, judgment and independence, communicating effectively and working with a wide variety of constituents, both internal and external to the University, including administrators, students, parents, and faculty, both orally and in writing. This position will manage sensitive and highly confidential issues in a manner that will promote confidence in the Associate Vice Chancellor. This position will independently research, develop and draft letters, memos, or reports for the Associate Vice Chancellor. This position will use good judgment and exercise discretion in conveying both verbal and written information. Maintains the Associate Vice Chancellors calendar, schedules appointments without prior approval based on the knowledge of the responsibilities and issues of importance; prevents scheduling conflicts and resolves conflicts with the schedule. This position will use logistical skills to maximize the Associate Vice Chancellors time and will locate and assemble information for meetings that the Associate Vice Chancellor attends and assemble information for various reports, briefings, and conferences. This position will plan and organize conferences, retreats, and/or other meetings for the Associate Vice Chancellor.

Planning & Organizing:

The Executive Assistant represents the Associate Vice Chancellor for Campus Living. This position will exercise complete accuracy and attention to detail when organizing communications and correspondence, as well as managing events, appointments, speaking engagements and functions. This position problem solves in response to requests from the key administrators as well as coordinates and tracks projects to ensure that responses are handled in a timely manner and that deadlines are met. The position will work on multiple projects concurrently. This position monitors a variety of information that directly impacts the Associate Vice Chancellor and will plan, direct, and coordinate many tasks simultaneously for the Campus Living to meet various deadlines and expectations from a wide variety of internal and external constituents. This position will operate independently and have a strong sense of priorities and gain knowledge of the issues which are currently under consideration by the office. The position will develop ideas into plans of action and to coordinate the actions through implementation. This position will draft and prepare correspondence for internal announcements, meetings, and organizations and assist in preparing and managing presentations and slide decks. The Executive Assistant will be a leader in planning Early Drop Off, Room Stuffing, and new employee onboarding. This position will also be the primary administrator for the Campus Living on-campus apartment rentals including contract completion, coordination of housekeeping and keys, and invoicing to collect payments. This position is the administrator for 25Live for all reservable Campus Living spaces including conference rooms and the Ballard Sounds, along with coordinating set-ups, custodial turns, and providing access to appropriate parties.

Knowledge-Program:

The Executive Assistant will manage sensitive and highly confidential issues and always remain a consummate professional. This position will display leadership skills, be independent and resourceful, and maintain knowledge of policies, procedures, and protocols since this position is constantly communicating information to internal and external constituents. This position will maintain knowledge of a broad spectrum of educational programs and Campus Living activities, student affairs regulations, policies, and procedures. In working with various administrative units, the position will have a working knowledge of the various Campus Living programs and an in-depth understanding of the Campus Living unit as well as the Associate Vice Chancellors scope of responsibilities. The position will have knowledge of specific functions and staff assignments within Campus Living, Student Affairs, and the university to communicate rules, regulations, and policies under which Campus Living operates. The position will understand how Campus Living and university staff relate to specific functions of the unit to help achieving goals and following the mission of the unit.

Information/Records Administration:

The Executive Assistant manages both paper and electronic files for the Associate Vice Chancellor and the Director of Business Services for Campus Living. This position collects and compiles information, as well as creating and maintaining related files. This position helps to facilitate the flow of projects among departmental staff. This position is the first contact for incoming phone calls to the Associate Vice Chancellor of Campus Living.

Minimum Education/Experience: High school diploma or equivalency and three years of progressively responsible administrative/office management experience; or Associate 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.

License or Certification Required by Statute or Regulation: None

Preferred Experience, Skills, Training/Education: None