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Job Description

Posting Number

Internal Recruitment

Working Title

Anticipated Hiring Range

Work Schedule

Job Location

Department

About the Department

Essential Job Duties

• Provide executive support to the ADAA: Use discretion, regular coordination, program knowledge, independent research, and judgement to manage the calendar, respond to general inquiries on behalf of the ADAA, and prepare the ADAA for pertinent meetings, presentations, reporting, and follow-up.
• Assist with AAO project management, which includes generating and managing timelines, schedules, and standard operating procedures necessary to provide adequate and timely planning, preparation, and accomplishment of scheduled tasks, events, reports, and deadlines. Track and monitor pending issues for follow-up.
• Contribute to managing events and programs as needed, including but not limited to doing background research, leading event planning and preparations, securing facilities and caterers, issuing information or invitations, managing event budgets, developing communications materials, and providing staff support during the event. Events include but are not limited to commencement, Open House, and other recruiting and student events.
• Provide administrative support for some committees and activities, which includes organizing and assimilating documents, setting draft agendas and calendar invites, securing meeting locations, taking sufficiently detailed notes and minutes, managing the status of action items, synthesizing information from multiples sources, compiling data, and sending announcements and follow-up, as needed. These include but are not limited to student recruitment, scholarships, and faculty and staff awards.
• Perform special projects and assignments that help fulfill the academic mission for CNR, as requested by the ADAA.

• Provide customer reception for AAO, both onsite and via email, phone, and other communication channels.
• Manage business affairs for AAO, which includes monitoring and reconciling office and program budgets, tracking travel and office expenditures, assisting with awarding and tracking funds for student enrichment experiences and scholarships, assisting with the employment of student worker(s), assisting student groups with financial matters, and working closely with the CNR Business Office. As needed, manage travel arrangements for the ADAA and other AAO team members.
• AAO records management: Organize and properly store and dispose of digital and paper records according to university policies and guidelines.
• Purchase, organize, and maintain office equipment, supplies, and merchandise inventory.
• Work proactively to promote the CNR values of equity, inclusion, community, and collaboration.

• Be courteous, welcoming, and professional at all times when assisting customers and visitors. Treat others with respect. Be mindful of how words and actions can impact others and our community.
• Approach interactions with team members and key stakeholders with a solutions focus and a collegial, inclusive, and collaborative mindset.
• Coordinate the creation and publishing of CNR student newsletters.
• Assist ADAA with reports, presentations, emails, data visualizations, and other professional communications.
• Support college public relations efforts by working closely with the CNR Communications and Marketing team to ensure AAO messaging is accurate, up to date, and consistent across all digital, print, and other media. When needed, assist with content generation and updating components of the college website, digital billboards, and other media; these include student stories, recruitment materials, and graduation programs.
• Be aware of, recognize, and appreciate individual and cultural differences. Be part of cultivating a community that has a sense of belonging for all students and coworkers.

• Handle information and data with the proper security, discretion, and care.
• Resolve questions and issues brought to AAO by students, families, staff, faculty, and administration. Maintain the customer FAQ guide.
• Anticipate the needs of the ADAA and other AAO staff and foresee potential problems and conflicts that could impact serving business needs; use program knowledge and independent research to propose and facilitate solutions.
• Work proactively to promote the CNR values of innovation and sustainability.
• Provide input into the strategic and financial long-range planning for the unit.

Other Responsibilities

• Responsible for special projects or duties as assigned by the Associate Dean of Academic Affairs.
• Very infrequent work in the evenings and on weekends.

Minimum Experience/Education

Other Required Qualifications

• Prior experience in an administrative role that involved responsibility for general office management and coordinating schedules, projects, and/or events.
• Possess a strong attention to detail and excellent organizational skills.
• Ability to balance multiple responsibilities and prioritize appropriately.
• Ability to organize meetings and events.
• Commitment to being courteous, welcoming, and professional at all times when assisting customers, visitors, and team members.
• Ability to handle interruptions but still accomplish tasks in a timely manner.
• Ability to work collegially, inclusively, and collaboratively among people with diverse educational backgrounds, experiences, and business functions.
• Ability to work independently with minimal supervision and a high degree of accuracy.
• Ability to maintain a professional appearance and conduct.
• Ability to be clear and to exercise diplomacy, tact, and judgment when communicating with a wide range of constituents and using various forms of professional communication.
• Ability to use correct grammar, organization, and structure.
• Proficiency with Google Calendar and Google Suite products (Sheets, Slides, Docs, Drive) or comparable software.
• Ability to exhibit practical problem solving and conflict resolution skills, but be able to determine when an issue should be escalated to the appropriate person.

Preferred Qualifications

• Experience in providing executive-level administrative support.
• Prior experience in managing budgets.
• Professional experience in higher education.
• Experience with project management software or Wordpress.

Required License or Certification

Valid NC Driver's License required

Commercial Driver's License Required?

Job Open Date

Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.)

Notice to Applicants

Special Instructions

Position Number

Position Type

Position Classification Band Title

Position Classification Band Level

Position Classification Salary Range

Salary Grade Equivalency

Alternate Option

Full Time Equivalent (FTE) (1.0 = 40 hours/week)

Appointment

Mandatory Designation - Adverse Weather

Mandatory Designation - Emergency Events

Time Limited Position

Is this position partially or fully funded on ARRA stimulus monies?

Department Id

AA/EEO