Executive Assistant - Appalachian State University : Job Details

Posting DetailsWork experience or education that is NOT included on the application will NOT be considered when screening your application. Please include ALL work experience and education on the application to ensure that you receive the appropriate credit toward qualification for this position.Position Summary Information Classification Title Executive Assistant Working Title Executive Assistant Location Boone, North Carolina Job Category 5 Position Number 069871 Department Facilities Operations - Associate VC Facilities Management - 410110 Minimum Qualifications Graduation from high school and three years of progressively responsible administrative/office management experience; or graduation of 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.Special Note: This is a generalized representation of positions in this class and is not intended to reflect essential functions per ADA. Examples of competencies are typical of the majority of positions, but may not be applicable to all positions.Degrees must be received from appropriately accredited institutions.License/Certification RequiredEssential Job Functions Responsible for creating document templates for tasks assigned; reviewing board materials, research and data collection projects; creating presentations; collecting regular key data metrics for the AVC FM to review; supporting process improvement projects; and working on coordination of daily meeting preparation, planning major departmental and campus meetings (agendas, meeting minutes and notes, and scheduling) and attending meetings as needed.Duties include but are not limited to:

• Define and actively manages project scope, goals, tasks, deliverables, timelines, and resources.
• Prepare documentation, correspondence, electronic communication, PowerPoint presentations and other documents for strategic planning, Board of Trustees, special projects, and other meetings.
• Develop action plans for keeping leadership on track for meeting important strategic planning goals or other important projects.
• Address quality monitoring and performance improvement issues for the programs and project areas.
• Attend meetings, record action items and follow-up with relevant parties for follow-through.
• Work on special projects for the AVC office such as creating presentations, doing research, organizing key data reporting, supporting process improvement projects.
• Review board materials for accuracy and coordinate the submission of materials with the FM Planning, Design & Construction.
• Assist AVC with review of budget and financial reports.
• Coordination of daily meeting preparation, planning major departmental and campus meetings i.e. (agendas, meeting minutes, notes); schedule and attend meetings as needed.
• Create templates for assigned tasks.
• Ensure files are current, complete and readily accessible to ensure a quick response for requests for information and assistance.
• Track data and create reports.
• Assist with the coordination FM portion of the Finance & Operations strategic plan, Xitracs Continuous Improvement and drafting of the Executive Summary for the Periodic Comprehensive Review, preparing/entering data for the Business Continuity Plan in VEOCI, and gathering/analyzing data for the universities Impact Study. This includes writing, working with each unit on their materials, ultimately producing the AVC office materials.
• Monitor FM strategic planning goal progress as part of the Finance & Operations strategic plan; collect updates from FM areas, and ensure proper attention given to detailed follow through. Assist areas with goals as directed by AVC.
• Support overall annual goal planning with mapping goals, work with directors on development of information, organize strategic planning meetings, prepare pre-materials and follow-up documentation.
• Review documentation that requires AVC FM signature to ensure accuracy, completeness, and consistency with FM policies and procedures.

Other Work Responsibilities:

• Apply judgment and working knowledge of FM and University programs, protocols and policies to identify routine problems and resolve them in an accurate and timely manner.
• Research complex programmatic and operational issues and communicate findings, as directed by AVC FM.
• Perform other duties as assigned and/or delegated to support all operations of Facilities Management.

Knowledge, Skills, & Abilities Required for this Position -Attention to detail and advanced level accuracy in compiling data for reporting-Ability to gather/analyze data for reviews and summaries-Must have excellent verbal and written communication skills-Can develop, implement, and manage internal & external business processes-Develops presentations and can prepare communications for a wide variety of internal and external partners-Has strong organizational skills which are critical to the success of the organization-Must possess a demonstrable ability and initiative to reach out and communicate, collaborate, cooperate, and compromise with our internal and external business partners-Ability to recognize the need and situations where diplomacy, discretion, and privacy are necessary-Understanding of the university's accounting processes and state policies/procedures-Extensive experience Chrome River, P-Card Program, and Yo-Mart-Advanced understanding of Google Calendar and Microsoft Office applicationsPreferred Qualifications Individual must have the ability to work independently; demonstrate creativity in managing multiple projects in a dynamic and face-paced environment; excellent writing and grammatical ability; strong computer skills including fluency in Outlook, Excel, Word and PowerPoint.Ability to produce graphs and charts from spreadsheet or database information. Ability to edit or update web pages using various software packages. Ability to monitor and update social media sites used by the department.Possess a strong understanding of establishing and monitoring business metrics to track performance of the organization.The ability to work with several projects at once; demonstrate successful experience in planning and executing special events and projects; excellent organizational skills with attention to detail.Type of Position Permanent Full-Time Staff/Non-Faculty Staff/Non-Faculty Appointment Type 1 Work Schedule/Hours Mon. - Fri., 8:00 - 5:00 Position is designated as Mandatory and will be expected to be available to work as needed during University emergencies and closings.Number of Hours Per Week 40 Number of Months Per Year 12 Mandatory Staff Yes Physical Demands of Position Moderate physical effort required that is normal for an office environment.Overall Competency Level Advanced Salary Grade Equivalency 59 Salary RangeAnticipated Hiring Range $53,837-$63,511 Required Functional Competencies to Successfully Perform Job Duties. Planning & Organizing: Uses judgment and independence to make changes to schedules and matters of the Director. Attends director's meetings to stay abreast of and prioritize issues. Tracks and monitors pending issues for follow-up and independently develops agenda for future meetings. Organizes and assimilates metrics for the department. Budgeting: Exercises responsibility for monitoring and tracking the budget, which includes making recommendations regarding the use of funds. Information/Records Administration: Independently researches, assimilates and composes materials for the administrator to use in a variety of settings. (i.e. publications, etc.). Independently researches information affecting organizational goals and objectives and administrators decisions making needs. Interprets and summarizes information based on program knowledge, organizational goals, and priorities. Communication-Written: Independently assimilates and composes materials for the administrator to use in a variety of settings. (i.e. publications, web site, etc.) Edit documents to incorporate the administrator's personal style. Interpersonal Skills: Prioritizes and negotiates organizational needs regarding meetings, timeframes, and deadlines. Exercises delegated authority to speak on behalf of the administrator regarding a variety of administrative and programmatic matters. Knowledge-Program: Demonstrates significant knowledge of the goals, priorities, and commitments of the administrator and operational structure. Demonstrates considerable knowledge of the programs and culture of the organization. Applies knowledge of strategic goals, organizational practices, and critical polices, laws, rules, and regulations that impact the mission of the organization. Work requires an awareness of internal and external constituents and organizations with which the administrator's commitments must be coordinated.Pay will be commensurate with applicant competencies, budget, equity and market considerations. Posting Details Information Posting Date 10/08/2024 Closing Date 10/20/2024 Competency Level Statement If no applicants apply who meet the required competencies, then management may consider other applicants at a lower competency level. Special Instructions to Applicants Please attach additional requested documents: Cover Letter & Resume.Work experience or education that is NOT included on the application will NOT be considered when screening your application. Please include ALL work experience and education on the application to ensure that you receive the appropriate credit toward qualification for this position.Please list 3 professional references.Search Chair Name Nick Katers Search Chair Email [email protected] Applicant Pool Preference External (Post on the Web)Departmental Information Quick Link Posting Number 201502739P