Administrative Support Assoc

About the role

This position will have responsibility for assisting the Dean’s Office in the College of Arts, Humanities and Social Sciences (CAHSS) in the day-to-day operation of its required functions. This position also will provide support to the College of Arts, Humanities and Social Sciences Dean’s Office personnel and six departments in meeting the overall strategic objectives of the Office as the College/University focuses on increased research/scholarly activity and community engagement in the arts, humanities and social sciences. The position will support two Associate Deans and serve as the initial contact for the Dean’s Office. The role will also provide additional support to the Dean/Executive Assistant.

Responsibilities

• Serves a critical function for the Dean’s Office as it performs frontline duties to include daily interaction with faculty, students, staff, and other personnel of the College and University, interaction with funding agency personnel/representatives external to the College/University, special project vendor liaison, and interaction with community/corporate-based entities, as well as VIP guests of the College.
• Exhibits professional demeanor in interactions with Office constituents and patrons, via phone and in person.
• Provides prompt relay of message/request information and/or replies to requests as regards the Dean and Dean’s Office personnel.
• Assists with generation of internal/external correspondence, emails, etc., as determined by the Dean and/or Executive Assistant, and will provide public relations/contact assistance as required.
• Assists the Dean/Executive Assistant/CAHSS Leadership Team with the compilation, design and coordination of meetings, conferences, special events, etc., and associated programming hosted by the College.

Requirements

• Possesses knowledge of general office procedures including but not limited to: paperwork flow within the College of Arts, Humanities and Social Sciences and through University departments/offices interacting with Dean’s Office, and information needed to correspond verbally and in writing with University and CAHSS administration and faculty, as well as alumni of the College.
• Performs a critical office role in assisting the Associate Dean(s) with student-related paperwork processing flows (i.e., paperwork receipt/tracking, signature and dissemination/delivery to appropriate campus offices/personnel).
• Provides assistance with the delivery of time-sensitive materials to various departments/offices throughout the campus.
• Assists in maintaining viable filing system/records for the Dean’s Office.
• Assists the CAHSS Dean’s Office in the day-to-day operation of its required functions.
• Provides support as needed to the extended College of Arts, Humanities and Social Sciences Dean’s Office personnel in meeting the overall objectives of the Office.
• Interacts effectively with all constituents of the Dean’s Office, internal and external, and reflects a professional demeanor in attitude, responses and personal appearance at all times.
• Provides additional support to the Executive Assistant as regards scheduling the Dean’s meetings, appointments, conference calls, teleconferences, etc.
• Helps maintain smooth transitions for the Dean as regards meetings and in-person appointments.
• Exhibits an ability to adapt quickly and must also be able to determine the best solution in order to effectively accommodate the fluid schedules of multiple meeting participants.
• In concert with the Executive Assistant, ensures that the needs of the Dean and meeting/conference attendees are met (i.e., compilation of meeting materials/handouts, assistance/typing of meeting agenda, efficiency and working condition of available conferencing technology, etc.) prior to meeting start dates/times, and exhibit professionalism with all meeting participants.
• Determines the availability of the Dean and other Dean’s Office personnel, based upon prioritized work loads of said personnel, and will maintain confidentiality as relates to information/business conducted in and by the Dean’s Office.
• Assists the Dean as needed/required in coordinating and implementing special projects/events related to student development/success initiatives (e.g., CAHSS/OCS Corporate Recruitment, CAHSS Student Advisory Board, Summer Bridge Program, etc.), as well as annual, large-scale College events (i.e., Text-in-Community, Town and Gown, etc.).

Qualifications

• High School Diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.
• Bachelor’s degree and at least three years’ experience in an executive-level academic/University office environment or high school diploma (or equivalent) and five years’ experience in an academic/University setting.

Skills

• Ability to exercise independent judgment in daily tasks, but also, when/where necessary, show ability to recognize and observe administrative authority and oversight parameters.
• Show sensitivity to confidential functions of the Office & ability to retain confidentiality.
• Adapt in an evolving environment.
• Learn University-based student and financial software platforms and specialized technology utilized by the University and Dean’s Office.
• High-level organizational and communication (verbal and written) skills.
• Proficient in Excel database and functions, Microsoft Word or other word processing applications, PowerPoint/Publisher, email, and Internet-related research navigation.

Benefits

• Aetna – State Health Benefits of North Carolina
• NCFlex - Vision, Dental, Flexible Spending Account, Life Insurance and more
• 12 Paid Holidays
• Teachers and State Employees Retirement System (TSERS)
• Optional Supplemental Plans - 401k, 403b, 457b and 457
• Employee Assistance Program (EAP)
• Campus Recreation Center Discount
• University Bookstore Discount

Pay

Commensurate with experience.

Schedule

8:00am - 5:00pm on Monday - Friday