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Department: 141901 - Computer Science Engineering
Location: Raleigh, NC
Essential Job Duties:
Are you an organized and detail-oriented individual who thrives in a fast-paced academic environment? We are seeking a dynamic and proactive Executive Assistant to join our team and support the Department Head in managing day-to-day administrative operations and initiatives. As the primary administrative contact for the Department Head, you will play a critical role in facilitating seamless communication and coordination within the department, college, and with external stakeholders. This is an on-campus role, hybrid or remote arrangements are not available.
Key responsibilities of this position are as follows:
Planning, Workflow Organization, and Alignment with Departmental Priorities
- Coordinate executive operations by managing complex calendars, scheduling meetings, reserving rooms, arranging travel, monitoring correspondence, coordinating signature and approval workflows, and ensuring departmental priorities remain on track.
- Support the Department Head with travel arrangements, email and calendar management, and scheduling.
- Responsible for planning and implementing both on-campus and off-campus meetings and events as required by the Department Head and the Associate Department Head.
- Coordinate logistics, preparation, recording attendance, and final meeting summary for monthly faculty and staff department meetings.
- Responsible for maintaining and updating a tracking system for administrative responsibilities of the Department Head; includes anticipating needs and alerting the Department Head to upcoming tasks and deadlines.
- Serve as the primary administrative support for the faculty search committee. Coordinate all faculty candidate interview scheduling, room reservations, reference letter requests, faculty feedback requests, status update presentations, travel arrangements, and reimbursements.
- Work with faculty members as needed on planned seminars and faculty interviews, including coordination of visit schedules with many participants in the department, college, or beyond.
- Track and monitor pending issues and action items for follow-up and completion.
- Develop productive and collaborative work relationships to coordinate initiatives of the Department head across organizational areas (as well as external entities) to raise the quality, visibility, and/or reputation of the department.
- Foster a collaborative departmental culture with departmental personnel (as well as external entities) by listening, understanding, and responding to apparent and underlying needs, resolving problems, and continually seeking to provide the highest quality service.
- Coordinate and manage the Reappointment, Promotion and Tenure (RPT) and the Post-Tenure Review (PTR) process for the department. Work with faculty members, departmental voting faculty, and Department Head on preparation of materials for promotion and tenure review, post-tenure review, and annual review of all faculty.
- Develop a thorough understanding of faculty promotion policies, as well as the NCSU systems used to manage and document promotion-related activities. Stay current with updates and changes to policies and system functionality.
- Continuously monitor faculty timelines to track eligibility, submission deadlines, and review various stages of the promotion and tenure review process.
- Assist with developing executive communications by preparing correspondence, presentations, reports, briefing materials, agendas, meeting minutes, and recommendations that support informed decision-making and strategic leadership.
- Process non-routine requests and/or assignments as made by the Dean, faculty members, and external sources for the Department Head to participate.
- Coordinate and compile department reports for key alumni donors to aid in engagement and fundraising.
- Have awareness of policies/procedures and strategic plans of the department in drafting concise and specific memoranda to different audiences, and in supporting initiatives of the department.
Other Work/Responsibilities:
- Perform other duties as required or assigned.
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.
Required Qualifications:
- Ability to multi-task, respond to requests, and complete tasks promptly; collaboratively work with a large team in a fast-paced environment.
- Strong organizational, analytical, and problem-solving skills with the ability to manage competing priorities, complex projects, deadlines, and attention to detail.
- Exceptional written and verbal communication skills with the ability to prepare executive correspondence, reports, presentations, briefings, and communicate effectively with varied stakeholders.
- Demonstrated professionalism, discretion, and sound judgment when handling confidential information and supporting executive leadership in a fast-paced environment.
- Proficiency with Microsoft Office Suite, Google Workspace, Zoom, and the ability to quickly learn and effectively use university systems and technology.
Preferred Qualifications:
- Ability to multi-task, respond to requests, and complete tasks promptly; collaboratively work with a large team in a fast-paced environment.
- Strong organizational, analytical, and problem-solving skills with the ability to manage competing priorities, complex projects, deadlines, and attention to detail.
- Exceptional written and verbal communication skills with the ability to prepare executive correspondence, reports, presentations, briefings, and communicate effectively with varied stakeholders.
- Demonstrated professionalism, discretion, and sound judgment when handling confidential information and supporting executive leadership in a fast-paced environment.
- Proficiency with Microsoft Office Suite, Google Workspace, Zoom, and the ability to quickly learn and effectively use university systems and technology.
Required license or certification:
N/A
Position Number: 00112098
AA/EEO Statement:
NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity.
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.
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