Executive Assistant

North Carolina State University - Raleigh, NC4.2

Full-time$31,000 - $72,000 a year
The Department of Molecular Biomedical Sciences (MBS) is one of three departments in the College of Veterinary Medicine at North Carolina State University and consists of 43 faculty who have a diversity of research, clinical, and teaching interests. The department is currently staffed with, in addition to faculty, 6 research scholar postdoctoral fellows, 22 EPA-non faculty employees, 19 adjunct faculty members, 12 residents and interns, 7 research and teaching technicians, numerous graduate students and temporary employees, and 3 administrative personnel.

The Department of Molecular Biomedical Sciences trains doctors of veterinary medicine, house officers, and graduate students interested in research-based careers focused on the discovery of new knowledge about animal and human health and disease and using those findings to enhance animal and human health and well-being.

Our faculty are recognized experts in the fields of cell biology and physiology, cancer biology, developmental biology, environmental science and toxicology, genomics, infectious diseases, neuroscience, pharmacology, radiology, anesthesiology, nutrition, and reproductive biology. Our goals are to advance veterinary medical science through innovative basic and applied research, and by mentoring and inspiring students, providing world-class clinical and diagnostic services, and offering the public the latest knowledge through innovative extension and engagement activities. We treat patients and train students and house officers in one of the nation’s newest and largest veterinary hospitals, and conduct research and train students and postdoctoral fellows in state-of-the-art research facilities both on and across campus. Our faculty, staff, and trainees work together as a community that values all contributions.

Essential Job Duties
The Executive Assistant manages the administrative office of the Department of Molecular Biomedical Sciences and serves as the assistant to the department head.

Duties and Responsibilities include:
Plan/develop, implement and direct the administrative functions of the Department of Molecular Biomedical Sciences and serve as primary information resource for department, to include creation and implementation of departmental policies, procedures and protocols.
Manage/supervise administrative functions, independently exercise judgment and discretion while applying policies and procedures set forth by College and NCSU.
Coordinate, plan and manage administrative functions associated with the teaching, research and service programs in the department and assume primary responsibility for identifying and implementing creative solutions to challenges and opportunities.
Oversee and conduct Reappointment, Promotion and Tenure (RPT) and Post-Tenure Review (PTR) processes for department (responsible for ensuring all information and deadlines are correct and met).
Possess knowledge and ability to perform all administrative, recruitment, and financial tasks for the department.
Supervise Administrative Support Specialist and provide his/her training, professional development, and annual evaluation.
Oversee EHRA recruitment for department. Supervise and aid Administrative Support Specialist with this process as needed, who will work with CVM-HR representative, the search committee and candidates for each position.
Oversee and aid, when needed, various teaching and clinical evaluation processes for faculty in department.
Provide budgetary/financial guidance as needed, as well as information/reports regarding contracts and grants, state appropriated funds, salary release, lapsed salary and other funding.
Support priorities and deadlines for Department Head to facilitate completion of work assignments.
Research, supervise, and/or manage specific projects for Department Head as needed, relating to improving success or efficiency of teaching, research or service associated with department.
Participate in all meetings as directed by Department Head and ensure information/records and any action plans completed in timely and professional manner.
Other Work/Responsibilities
Minimum Experience/Education
High School diploma or equivalency and three years of progressively responsible administrative/office management experience; or graduation with an associate’s degree in Secretarial Science, Business Administration, or a related discipline and one year of progressively responsible administrative/office management experience; or bachelor’s degree, preferably in Business Administration or a related discipline; or equivalent combination of training and experience.
All degrees must be received from appropriately accredited institutions.

Departmental Required Skills
Proficiency with Microsoft Office and office technology, and ability to learn complex software.

Strong verbal/written communication skills.

Ability to work with diverse population of employees identifying solutions to complex and varied issues.

Ability to work independently and manage time effectively.

Maintenance of confidentiality at all times.

Strong decision-making skills and sound judgement.

Strong organization skills with the ability to manage multiple and concurrent priorities.

Excellent attention to detail.

Preferred Experience, Skills, Training/Education
Knowledge/familiarity with PeopleSoft HR, PeopleSoft PeopleAdmin system and PeopleSoft Financials or similar software.

Knowledge of university policies and procedures.

Five or more years of experience in providing extensive administrative support.

Experience working in a university setting.

Experience with financial budgeting.

Required License or Certification

Special Instructions
In addition to completing the application, please attach a cover letter, resume and contact information for three professional references.

Job Open Date 01/24/2019
Must Be Open Until- (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.) 01/30/2019
Is this position partially or fully funded on ARRA stimulus monies? No
Proposed Hire Date
Alternate Option
If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.

Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. If highest degree is from an institution outside of the U.S., final candidates are required to have their degree verified at www.wes.org. Degree must be obtained prior to start date.

NC 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.