Executive Assistant Associate Vice Provost for Faculty Affairs

: Classification Information Position/Classification Title Executive Assistant Classification Type SHRA Position required to work during periods of adverse weather or other emergencies: N - Not Mandatory 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.

Preferred Years Experience, Skills, Training, Education Required License or Certification Position Overview Primary Purpose of Position To assist the Associate Vice Provost for Faculty Affairs in office related activities such as:

• Drafting letters, memos, and reports
• scheduling meetings,
• Gathering and preparing materials for meetings that the AVP FA attends,
• Make travel arrangements for AVP FA ordering supplies, office communications and other office related activities.
• Other duties and responsibilities as needed by Faculty Affairs.

Primary Function of Organizational Unit The Associate Vice Provost for Faculty Affairs (AVPFA) is responsible for managing and directing all activities in the Office of Academic Budget and Personnel. The AVPFA provides guidance, interpretation and administration of faculty employment policies, procedures and workflows ; and directs best practices including appointment, onboarding / orientation , credentialing, faculty evaluation and continuation of appointments, professional development, reassigned time, faculty grievances and appeals, retirement, phased retirement and emeritus reviews and approvals. This position reports directly to the Provost and Executive Vice Chancellor for Academic Affairs. The AVP has significant administrative responsibilities to direct human resources in Academic Affairs. AVPFA supervises Academic Budget and Personnel staff. Work Hours 8 am to 5 pm 5 day a week. Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies. Key Responsibilities and Related Competencies Required Competency Information/Records Administration Duties

• Coordinate and manage faculty appointments, scheduling meetings, and academic events.
• Assist in maintaining faculty records, tenure-track processes, and performance evaluations.
• Assist AVP FA in coordinating the onboarding process for new faculty members, ensuring a smooth transition into their roles.
• Ensure compliance with university policies and procedures in faculty-related matters.
• Keep abreast of changes in academic regulations and assist in implementing updates as needed.
• Support faculty in understanding and adhering to institutional guidelines.
• Completing and submitting all monthly and quarterly activity reports on program performance and budget expenditures to Program Administration.
• Creating and submitting all activity personnel ePAFs at the fiscal year transition.
• Tracking all start-up allocations and expenditures to ensure alignment and compliance.
• Communicating with new faculty and center directors to enhance knowledge and strategy in the use of Title III startup and Academic Enhancement funds.

Required Competency Administrative Duties Duties

• Provide comprehensive administrative support to the Associate Vice Provost for Faculty Affairs.
• Prepare and proofread academic documents, reports, and correspondence as required.
• Manage the faculty affairs calendar, ensuring important deadlines and events are noted and met.
• Organize and maintain faculty-related files and databases.
• Support the planning and execution of faculty development workshops, seminars, and conferences.
• Contribute to ad-hoc projects and initiatives related to faculty affairs and academic excellence.
• Serving as the first point of contact for offices and personnel supported by the Academic Budget and Personnel activity

Required Competency Technical Knowledge Duties Applies a variety of features in software programs, databases, information systems, and specialized equipment.

• Demonstrates functional fluency with university's budget/procurement systems: BANNER Finance, AggieMart, PeopleAdmin, etc.
• Demonstrates functional fluency with Microsoft Office Suite, especially in Excel.

Required Competency Written Communication Duties

• Composes and organizes ideas logically, works in multiple formats such as letters, memos, reports or presentations, and can change/adjust style to meet the needs of the program and audience.
• Facilitate communication between faculty members and the Office of Faculty Affairs

Position Information Working Title Executive Assistant Associate Vice Provost for Faculty Affairs Competency Level Journey Position Number 007479 Recruitment Range $48,453 - $53,837 FLSA Non-Exempt Appointment Type Permanent - Full-time FTE 40 hours/week, 12 months If Time Limited, Appointment Length Organizational Division Vice Provost/Acad Aff Organizational Location VP for Academic Affairs and Undergraduate Programs Organizational Unit Vice Provost/Acad Aff Posting Detail Information Posting Number SHRA2384 Open Date 01/17/2024 Close Date 01/22/2024 Special Instructions to Applicant 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:

• Accrued Vacation and Sick Leave for Eligible Employees
• Community Service Leave
• Blue Cross Blue Shield of NC - Health Benefits
• NCFlex - Vision, Dental, Flexible Spending Account, Life Insurance and more
• 12 Paid Holidays
• Teachers and State Employees Retirement System (TSERS)
• Optional Supplemental Plans - 401k, 403b, 457b and 457
• Employee Assistance Program (EAP)
• Campus Recreation Center Discount
• University Bookstore Discount

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