"Senior Administrative and Planning Coordinator"

Senior Administrative and Planning Coordinator

Company:
North Carolina State University

Job Location:

Category:
Executive Assistants

Type:
Full-Time

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Location: Raleigh, NC

Essential Job Duties:
The Senior Administrative and Planning Coordinator will oversee administrative, programmatic, and executive support for the Office of the Vice Chancellor and Dean in the Division of Academic and Student Affairs (DASA). Additionally, this position will develop and maintain collaborative work relationships and respond to a wide range of needs from students and campus partners. This position provides the opportunity to work alongside the Vice Chancellor and Dean and other senior leaders in DASA.

Supervision & Team Leadership

• Oversee a team of executive and administrative support positions that staff the Office of the Vice Chancellor and Dean (OVCD). The executive and administrative support staff execute a variety of administrative and organizational functions that help to support and coordinate, individually and/or collectively, the work of the Senior Leadership Team (vice chancellor and dean, university college deans, associate/assistant vice chancellors, and directors) and provide support in meeting the mission of the division in promoting the success of every student.
• Coordinate communication among team members to support divisional priorities and goals.
• Plans and organizes the work of team members to ensure effective coverage and support of the Senior Leadership Team.
• Analyzes procedures and streamlines and makes process improvements as needed. Coordinates communication amongst the team to promote efficiency, consistency, and effectiveness.

Executive Administrative Support & Office Operations

• Provide primary executive support to the Vice Chancellor and Dean (VCD), including calendar management, review and prioritization of meeting requests, scheduling, and coordination of day-to-day activities.
• Ensure that the business of the VCD's office is conducted in a timely and efficient manner; provide regular updates on priorities to the VCD and relay time sensitive matters and questions from key stakeholders.
• Coordinate and support general office and business functions for the Office of the Vice Chancellor and Dean.
• Exercise critical thinking, independent judgment, discretion, and attention to detail in handling sensitive and confidential matters.
• Provide executive administrative support to other members of the DASA senior leadership team as needed.

Strategic Coordination, Projects & Leadership Support

• Convene, lead, and facilitate work groups and assigned staff for projects. Will ensure that work group and project goals are in sync with the VCD's goals and objectives.
• Provide administrative and logistical support for search committees led by the VCD's office, including coordination with DASA Human Resources, scheduling and communications.
• Coordinate leadership five-year reviews, including timelines, documentation, and stakeholder communications.
• Support divisional planning and coordination efforts in collaboration with the VCD and senior leadership.

Stakeholder Engagement & Collaboration

• Develop and maintain collaborative working relationships with campus partners across the division and university.
• Respond to a wide range of inquiries and requests with professionalism, discretion, and sound judgment.

Other Work/Responsibilities:

• Other tasks and responsibilities may be assigned based on the needs of the organization and evolving priorities.

Minimum Experience/Education:

• Bachelor's degree and one year of experience related to the area of assignment; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Required Qualifications:

• Previous experience coordinating complex scheduling and extensive calendar and meeting management for an executive/senior-level administrator.
• Demonstrated ability to anticipate the needs of the Vice Chancellor and Dean (VCD) and to prioritize and accomplish work efficiently with minimal direction and supervision, ensuring the VCD is appropriately prepared for meetings, presentations, travel, and other obligations.
• Work history that demonstrates and professional references that attest to a high level of accuracy of work, meticulous attention to detail, and personal and professional accountability.
• Work history that demonstrates the ability to work collaboratively and manage multiple responsibilities under the direction of multiple people in a fast-paced environment and to pivot and be flexible as needed to support the strategic priorities of the VCD and the division.
• Ability to understand, interpret, and apply knowledge of division and university policies and procedures to resolve problems and diffuse sensitive issues/situations.
• Use of good judgment, discretion, and humor to facilitate work and positive relationships on behalf of and in the representation of the Vice Chancellor and Dean and the Office of the Vice Chancellor and Dean.
• Ability to handle and maintain confidentiality of the schedule and activities of the VCD and other appropriate office and division matters.
• Excellent oral and written communication skills

Preferred Qualifications:

• N/A

Required License or Certification:

• N/A

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