Executive Assistant

Graduation from high school and five years of progressively responsible administrative/office management experience;or graduation from a two-year secretarial science or business administration program and one year of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on Business
Administration or a related field; or an equivalent combination of training and experience.

The primary purpose of the Executive Assistant (EA) is to assist the Vice Chancellor for Information Technology and Chief Information Officer with administrative functions that span the entire scope of IT operational activities. The EA is the manager of administrative operations for the office of the Vice Chancellor and CIO and liaison for human resource activities for the division. The position interfaces with the Vice Chancellor's direct reports, cabinet members, and board of trustee members, senior executives, deans, students, faculty, staff, the community and vendors. A high degree of computing skills is necessary, including the use of the Internet and MS Office Suite as well as campus administrative systems. The position demands a high degree of trust, confidentiality and integrity due to the sensitive nature of work. The EA trains, manages and coordinates activities as it relates to the office of the Vice Chancellor/ CIO and provides direction and assistance to all DoIT division directors, managers, supervisors and staff, on matters concerning division and human resource policies, practices and procedures. The EA makes decisions regarding general and HR issues in the absence of the Vice Chancellor as well as makes standard recommendations to the Vice Chancellor regarding standard policies, practices and procedures. The EA serves as back up to the Associate Vice Chancellor for EPA HR matters. The EA provides checks and balances for the DoIT accounting area in matters related to payroll and division purchases. The effective and efficient operation of the office of the Vice Chancellor is a key Element of this position.

The Division of Information Technology is responsible for strengthening and supporting the University's learning, discovery, and engagement activities by providing the information technology infrastructure, software, hardware and support to position the University on a path of operational excellence that integrates advanced technologies to enhance teaching, learning, and research. DoIT is comprised of six operating units that report to the Office of the Vice Chancellor/ CIO. These operating units are: Applications Support, Network and Communications, Security Compliance and Policies, Support Services, Systems and Data Center Operations, and Teaching and Learning Technology ( TLT). These units work collaboratively and cooperatively within the organization and across the university community to provide the information technology support and services required for the University.

Interact with cabinet members, board of trustee members, senior executives, deans, department chairs, direct reports, students, faculty, staff, the community and vendors via the telephone, in meetings, discussions and University events.
Similarly the position interacts with external executives, representatives from other state agencies/universities.
The interactions require representation of the IT division and the Vice Chancellor/ CIO on matters concerning IT policies, procedures and practices. Conduct new hire orientation with division personnel. Communicate ideas and plans with authority, and is able to handle unreasonable people and tough situations with tactfulness.

Coordinate special assignments, gathers research data and other pertinent information relative to the Vice Chancellor/CIO's needs and HR matters of the division.
Examples of the types of reports and records include meeting minutes, personnel action forms for permanent, temporary and student employees; work plans, position descriptions and division project updates regularly and as requested by the Vice Chancellor/ CIO.
Examples of research include analysis of impact of training, accuracy of documents and reports prepared for internal and external distribution, analysis of assessment data and development of surveys and other assessment instruments.
Attend training workshops to stay abreast of changes and updates to university policies, practices and procedures in order to make strong recommendations to the IT division on critical HR issues. Advise and make decisions for the Vice Chancellor/ CIO and IT Division on IT HR policies, procedures and practices, hiring, staff development/training, awards and recognition programs to insure consistency with university policies, procedures and practices.
Provide direction and manage payroll processing for SPA pern1anent, temporary and Student Technical Services ( STS) organization.

Communicates ideas and plans with authority, and is able to handle unreasonable people and tough situations with tactfulness.
Receive, analyze and resolve internal and external issues for and in the absence of the Vice Chancellor/ CIO
Liaison for the Vice Chancellor to the university family and community.

Establish and manage filing system both electronically and manually for the Vice Chancellor/ CIO.
Establish and manage personnel files for all IT employees from date of hire to end of employment.
Gather research data pertinent to the needs of the Vice Chancellor/ CIO and the division's practices, policies and procedures.
Design and organize record management and information storage and retrieval systems in a secure and locked location for the office of the Vice Chancellor/ CIO.
The nature of the information includes technical data and charts, statistics, confidential and sensitive content.

Prioritize and manage and coordinates the Vice Chancellor/ CIO's schedule and travel.
Maintain the HR filing system as well as other pertinent information for the Office of the Vice Chancellor/ CIO.
Prioritize and manage special assignments or pending actions for and as requested by the Vice Chancellor/ CIO.
Manage the work of office personnel, which may include full-time, part time permanent and temporary employees as well as students.
Assure accuracy of reports presented to the department, university administration, and board of trustees, external organizations, agencies and universities.
Manage time and leave reporting for the division of IT's temporary, permanent and student employees.
Manage all SPA HR activities including the evaluation process, the hiring process, position development, job changes, employee relations matters, career banding activities and other administrative tasks as needed by the Vice Chancellor/ CIO.
Monitor and track various projects that affect the flow of the division and its personnel.

Compose, edit and distributes minutes and routine letters with accuracy and efficiency, employing excellent communication and presentation skills.
Writes a variety of HR correspondence assuring compliance with standard format including narrative reports, agenda and other documents as needed.
Edit documents prior to final print for distribution meeting deadlines.
Independently generate documents and develop procedures in coordinating much of the daily activities of the office of the Vice Chancellor / CIO.
Correspond professionally to all levels of the university on behalf of the Vice Chancellor/ CIO electronically and manually.
Practicing confidentiality at all times, handle communications as a priority and in a time-sensitive manner.

Works in conjunction with the Associate Vice Chancellor regarding the use of funding sources for SPA permanent, temporary and student employment for the organization as well as travel and office expenditures for the office of the Vice Chancellor/ CIO.

You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran's Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.

Employee Benefits available to NC A & T permanent employees include the following and more;

This position may be eligible for a remote or hybrid work arrangement, consistent with university and state policies. N.C. A&T employees are generally required to reside in North Carolina, within a 2-hour commuting distance of their assigned duty station.