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Executive Assistant - Fayetteville, United States - Fayetteville State University
Description
Position InformationPosition Information
Position Title:
Executive Assistant (Internal Applicants Only)
Working Title:
Executive Assistant (Internal Applicants Only)
Position Number:
001157
Full-time or Part-time:
Full Time
Time Limited Position:
No
Number of Vacancies:
1
Department:
College of Education
Posting Number:
0402361
SHRA/EHRA:
SHRA
Job Category:
Clerical and Secretarial
Hiring Range:
$48,453.00 – $53,837.00
Overall Position Competency:
Journey
Description of primary duties and responsibilities:
Primary Purpose of the Organizational Unit:
The College of Education (COE) is committed to educating and preparing individuals at the undergraduate and graduate levels for professions in the fields of education, research, and service.
The COE prepares the education professional as a facilitator of learning through the development of cognitive, psychomotor, and affective learning patterns.
The College provides leadership in teacher education throughout the region, state, and nation.
Assisting in executing the mission of the COE are
three academic departments: Educational Leadership & School Administration (ELSA); Early Childhood, Elementary, Middle Grades, Reading, & Special Education (EEMRSE); Health, Physical, & Secondary Education (HPSE); and support units, including the Reading Clinic, the Office of Teacher Education, the Office of School Services and Assessment, Professional Development School Initiative, and the Early Childhood Learning Center.
Primary Purpose of the Position:
This position serves as the key
SHRA staff member in the College of Education providing support to the Dean and the Associate Dean.
This position serves as the internal and external public contact for the Office of the Dean and requires contact with the chairs, staff, and faculty of the COE, and other university personnel.
This position performs functions of the dean's office to include office coordination, and budget monitoring and management.Considering the high volume of work on a wide range of matters that are handled in the Office of the Dean, this position requires a highly skilled experienced, trustworthy, and knowledgeable staff member.
This position is expected to have knowledge of Fayetteville State University policies and procedures and must be able to act on behalf of the Dean concerning office operations.
Serve as facilitator for the COE Administrative Support Council (a council composed of administrative personnel who work in the COE) by setting up meeting agenda and facilitating monthly meetings and training.
Provide guidance, training, and directions to other departmental administrative support personnel in matters of university standards and procedures. Exercise delegated authority to speak on behalf of the dean regarding a variety of matters. Represent the dean on a variety of subjects. Serve on various College and university-wide committees and may attend meetings in the dean's absence.Apply substantive knowledge to assist and represent the dean thoroughly in the scope, diversity, and complexity of all program operations and organizational commitments.
Manage and monitor a variety of information affecting the dean's responsibilities. Independently research information affecting organizational goals and objectives and dean's decision-making needs. Interpret and summarize information based on program knowledge, organizational goals, and priorities. Independently research, analyze, and make recommendations regarding a variety of information from internal and external sources."Internal Only:
Internal posting for permanent employees of Fayetteville State University only."
Description of Work Continued:
Interpersonal Skills – 20%:
The Executive Assistant engages with COE administrators, faculty, advisors, staff, students, and the public. They filter access to the dean, direct inquiries, and act as a liaison, ensuring commitments are met. The assistant also manages the dean's schedule and communications, addressing collegiate concerns with authorized discretion.
Knowledge-Program- 20%: The Executive Assistant resolves complex situations using deep organizational understanding, prioritizes based on the administrator's objectives, and makes decisions within their authority. They manage correspondence, track documents like hiring packages and contracts using Excel, and ensure compliance with FSU policies.
Problem Solving – 10%:
The Executive Assistant tackles issues autonomously, guided by the dean's policies and goals.
They assess and advise on complex scenarios, utilizing delegated powers to align solutions with the dean's agenda and external partnerships.
Planning and Organization -15%:
The Executive Assistant drafts agendas for Dean's meetings, coordinates guest schedules, compiles information for various events, arranges travel, records meeting minutes, and manages follow-ups.
They organize COE meetings and events, maintain the dean's calendar, and adjust appointments, ensuring smooth scheduling aligned with the dean's priorities.
Communication -Written -15%:
The Executive Assistant crafts correspondence and materials to convey the dean's directives and vision and addresses inquiries at the COE Dean's Office.
Information/Records Administration – 10%:
The Executive Assistant manages all incoming faculty/staff documents. Operates and maintains a tracking system for all incoming faculty/staff documents and distributes to the next approver. Manages and maintains an electronic filing system for all incoming faculty/staff documents. Maintains records of the COE RTP Committee. Maintains records for faculty/staff Conflict of Interest forms and External Activities for Pay.
Budgeting -10%:
The Executive Assistant monitors and reconciles the Dean's budget to ensure that funds are appropriately used the budget is balanced.
In conjunction with the dean, advises subordinate units on fiscal matters such as budget planning, budget analysis, and funding sources.
Manages the overall budget for the dean by reporting expenditures and allocation of funds and sources regularly.Minimum Education and Experience Requirements:
High school diploma or equivalency and three years of progressively responsible administrative/office management experience;or 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.
Knowledge skills and abilities:
Preferred Qualifications:
Bachelor's degree or equivalent and three to five years of progressively responsible administrative/office management experience.
Work experience requirements include professional level written and verbal communication skills, including editing; strong interpersonal skills with various constituencies, including external contacts; strong organizational and effective time management skills, and the ability to prioritize multiple responsibilities.
Computer proficiency including the ability to work independently in SCT Banner (or other related software); and Microsoft Office Suite; ability to work independently on complex projects managing significant portions with little to no direct oversight.
Excellent oral and written communication skills. Command of grammar, usage, and mechanics. Experience in proofreading and editing documents.Special Instructions to Applicants:
"Internal applicants only:
for permanent employees of Fayetteville State University only."
Notice to Applicants
Please make sure that the work history listed on your application is identical to the work history listed on your resume.
The application must be filled out completely, Do Not Use the phrase "see resume."Please list at least three (3) professional references to include a current supervisor. References will only be contact if you are selected for the position and with your permission.
Closing Date:
11/17/2023
Open Until Filled:
No
Other Information
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.EEO Statement:
This position is subject to the successful completion of an employment background check.
An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable), academic verification and credit history check (if applicable).
Fayetteville State University is committed to equality of educational opportunity and employment and does not discriminate against applicants, students, or employees based on race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, genetic information or veteran status.
Moreover, Fayetteville State University values diversity and actively seeks to recruit talented students, faculty, and staff from diverse backgrounds.Veteran's Statement
Fayetteville State University is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings.
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