Executive Assistant

Detail oriented
Strong organizational & leadership skills
Strong communication skills
Technical skills (e.g., web page updating, graphics software)

This Executive Assistant position provides support to the Associate Vice Chancellor for Finance/Comptroller as well as providing operational and administrative support to the direct reports of the Associate Vice Chancellor. The position requires discretion and insightful judgment, attention to detail, grace under pressure, and the ability to multi-task, prioritize, exercise initiative, and make independent decisions. The position interacts with officers, executives and staff within the University, and externally with visitors and other stakeholders. This position is responsible for calendar management, organizing meetings with staff and outside agencies, and is responsible for planning, organizing and executing official functions and events.

The duties and responsibilities of the Executive Assistant include, but are not limited to the following:

Executive support to the Associate Vice Chancellor for Finance/Comptroller:
The primary purpose of the Executive Assistant to the Associate Vice Chancellor for Finance is to function in a program assistant and administrative officer role for the Comptroller's offices and the University.

Finance, Human Resource & Budget Management:
Manages, coordinates, and monitors several distinct funds.

Communication & Oversight:
Compiles, researches, develops and disseminates a variety of information, data reports, and documents to direct reports of the AVC for Finance.

The primary function of the office of the Associate Vice Chancellor for Finance and Comptroller is to record, report, and safeguard the fiscal assets of the University and to provide appropriate financial services to campus. The Office supports the University's mission by providing an effective and efficient accounting operation and quality fiscal support to the students, faculty, and staff of the University, and timely, accurate financial information to State, Federal, and University administrators. Supporting the academic mission of the University, the Office provides fiscal services and management that ensures appropriate customer service, internal controls, and fair representation of the financial position of the University.

In carrying out its mission, the office performs the following functions: University Accounting (Accounts Payable, Capital Improvements, Cash Management, Gifts Accounting, Foundation Accounting, Tax Reporting and Compliance, Travel Services); Financial Reporting; Payroll; Treasurer/Bursar operations and management of student accounts receivable and loans; and Financial Systems Development for the Division of Business & Finance. The management team is also responsible for promulgating and communicating clear, practical guidelines to assist the University community in dispensing the University's fiscal responsibilities.

* Assist visitors.
* Serve as a primary point of contact for the AVC of Finance/Comptroller Office. using diplomacy and public relations skills to appropriately answer or refer callers. Serve as a secondary contact to the Vice Chancellor for Business and Finance Office.
* Foster positive relationships and serve as a representative of the AVC for Finance to campus and system personnel, and to external individuals and groups.
* Coordinate meeting requests based on knowledge of relationships with various areas and the AVC for Finance strategic initiatives-handling sensitive meeting requests with discretion.

* Develop and maintain a broad knowledge of the external groups and individuals with whom the AVC for Finance regularly interacts and serve as liaison to these groups and individuals.
* Perform special projects and assignments, which include gathering data, organizing materials, consulting with information sources, and various other activities as assigned by AVC for Finance.
* Assist in preparation performance materials for the AVC for Finance's direct reports.
* Conduct quality checks of materials prepared by others for the AVC for Finance's review or signature as requested.
* Attend open forums and training sessions as needed to stay abreast of University and campus-wide policies, processes and procedures that could potentially affect operations of the AVC for Finance office.

* Provide executive support for the AVC for Finance and operational and administrative support to the various offices reporting to the AVC/Comptroller.
* Provide primary administrative and secondary calendar management support to the AVC for Finance, responding to all requests in a timely manner.
* Plan and organize meetings, negotiate meeting patterns. reserve locations. prepare meeting materials, provide timely notification of changes to meeting times, dates or locations.
* Update and maintain a calendar of events for AVC for Finance and staff.
* Process and route letters and documents for the AVC for Finance's signature in a timely manner.
* Perform general record keeping and organization of paper-based and electronic filing systems, maintaining accuracy and ensuring compliance with respect to the archiving and destruction of records.
* Assist the executive team with special projects and perform other related work as assigned and/or required by the nature and scope of the position.
* As-needed planning, coordination and execution of both on- and off-campus events and official functions on behalf of the AVC for Finance, ensuring room reservations/setup/ configuration (i.e., audiovisual and computer equipment, seating, etc.) and all necessary paperwork is completed in advance of events.
* HR Liaison for the AVC Finance area, insure that staff are updated on HR processes and changes.
* Oversee the hiring process for student workers and provide secondary supervision to student workers.
* Process time entry as needed for AVC Finance areas, staff.
* Acquires goods and services for the AVC for Finance areas in a productive manner
using the appropriate methods (purchase order, P-card, etc.). Also handles travel, transportation, and reimbursements for the AVC for Finance managers or other staff as needed.
* Responsible for purchases made for AVC Finance areas. Process P-card reconciliations. Process accounting forms related to office purchases to ensure vendors are paid for services.
* Performs monthly time entry review of student and temp employees for AVC for Finance offices. Secondary time entry for Accounting Office.

* Provide budgetary support for the Finance area, processing budget transfers when needed.
* Provide primary fiscal support for the AVC for Finance/Comptroller, University Accounting, and Financial Reporting, Payroll, and Treasurer offices through procuring products and services as needed.
* Provide secondary fiscal support for the Treasurer and Payroll offices by procuring products and services as needed.
* Process ePAFs, and maintain positions for AVC Finance areas. Handle personnel and position actions and related funding and budgets professionally and confidentially.
* Process payment vouchers, travel authorizations, and expense reimbursements as needed for the AVC - Finance/Comptroller and support offices.

* Ensure proper maintenance of the AVC for Finance office facilities through as-needed reporting maintenance needs to Facilities Management and follow-up on work orders.
* Support the AVC Finance - the Dowdy Administration Bldg. "building representative" - with tasks required of that role. This includes entering all the buildings offices' work requests into the Facilities Management purchase request system in a timely manner, with follow-up; designing, ordering, and maintaining internal building signage; and notifying building contacts of pending maintenance or emergency drill procedures.
* As-needed intervention to ensure that office equipment is properly maintained and fully functional including arrangement of repairs; troubleshoot and report issues as needed.
* As-needed coordination of office moves and room assignments and issues, and work orders including phones and other technology.
* Provide secondary travel support of the AVC for Finance/Comptroller, Assistant Comptrollers, Payroll Director, and Treasurer including conference bookings, airfare and hotel accommodations, ensuring that the travel is well-organized and optimizes time and trip effectiveness.

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: