Executive Assistant, Department of Campus Life
Wake Forest University
Winston Salem, NC
Full-time
Administration / Clerical
Posted on May 21, 2023
Application Instructions:
External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.
Please add your cover letterand any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.
Current Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Career Worklet and select Find Jobs. Locate the position and click Apply. Update your Education and Job History.
** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.
Job Description Summary
Under indirect supervision and working independently, the Executive Assistant will serve in a variety of capacities supporting the Vice President for Campus Life (VPCL) to ensure the effective day-to-day operations of the Division of Campus Life. The Executive Assistant will serve as the primary point of contact for internal and external constituencies.
*Review of applications will begin Monday, April 3, 2023*
Job Description
Essential Functions:
Note:
This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.
Employee Vaccination Mandate:
In an effort to protect the health and safety of the campus community, all faculty and staff positions, excluding staff who perform duties exclusively at Graylyn Conference Center, are required to be fully vaccinated with an FDA approved or authorized COVID-19 vaccine prior to their hire date. Once hired, faculty and staff must maintain full COVID-19 vaccination status throughout their employment at Wake Forest University. Faculty and staff with disabilities or sincerely held religious beliefs that preclude vaccination should contact Human Resources to request a reasonable accommodation.
To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.
Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply.
Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.
Time Type Requirement
Full time Note to Applicant:
This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.
In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.
Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.
External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.
Please add your cover letterand any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.
Current Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Career Worklet and select Find Jobs. Locate the position and click Apply. Update your Education and Job History.
** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.
Job Description Summary
Under indirect supervision and working independently, the Executive Assistant will serve in a variety of capacities supporting the Vice President for Campus Life (VPCL) to ensure the effective day-to-day operations of the Division of Campus Life. The Executive Assistant will serve as the primary point of contact for internal and external constituencies.
*Review of applications will begin Monday, April 3, 2023*
Job Description
Essential Functions:
- Serves as primary liaison between the VPCL and a wide range of individuals and constituencies in a dynamic and diverse community maintaining strict confidentiality of privileged information.
- Strategically manages the VPCL's calendar and schedule to make certain that identified priorities are addressed in a timely manner, helping to ensure optimum utilization of the VPCL's time. This includes scheduling proper planning time for the VPCL.
- Serves as a member of the executive team and participates in weekly meetings. Captures minutes and an organization system ensuring appropriate follow-up.
- Provides comprehensive communications support (both verbal and written): composes correspondence for signature by the VPCL; facilitates flow of correspondence to and from the VPCL, responds directly to a variety of inquiries on behalf of the VPCL, and prepares a plan to ensure appropriate populations have access to these communications and advising the VPCL on actions taken.
- Acts as a consultant to the VPCL and the department regarding VPCL office functions, administrative protocol, general administrative procedures, and University regulations.
- Develops, implements, and coordinates a systematic approach to managing projects while establishing realistic timetables to keep projects on schedule. Monitors progress and completion of assignments to ensure deadlines are met, documents are properly prepared, and impacted staff members are advised.
- Exercises initiative and independent judgment on requests for VPCL's time, delegates assignments as appropriate, identifies key issues, determines when to escalate, and provides suggestions for resolution.
- Anticipates and briefs VPCL on appointments, meetings, and speaking engagements (in collaboration with the director of strategic initiatives) providing relevant background information to support the VPCL as needed.
- Manages the preparation of meeting materials in collaboration with the director of strategic initiatives. Serves as staff support for the Campus Life Leadership Team, administrative committees chaired by the VPCL and for the Board of Trustees. Ensures timely preparation and pre-distribution of materials. Records, compiles, and distributes minutes, clarifying the need for appropriate meeting follow up.
- Oversees all VPCL travel arrangements and handles complex logistics; arranges for urgent issues to be handled by appropriate staff in the VPCL's absence.
- Plans, organizes, and attends Campus Life events, meetings, and retreats as requested.
- Utilizes Workday to process purchase card charges and expenditures for VPCL and processes invoices for the department.
- Manages the office to include supervising student assistants, ordering supplies, maintaining equipment, and retrieving and processing departmental mail.
- Bachelor's degree from a regionally accredited college or university and five or more years of related and progressively more responsible or expansive University work experience or the equivalent combination of education and experience.
- High level of professionalism, interpersonal skills, integrity, and dependability.
- Demonstrated skills related to cultural competence.
- Ability to anticipate problems, critical issues, and opportunities as they arise and advise accordingly.
- Ability to use good judgment and individual discretion in responding to inquiries.
- Ability to work independently and with minimal supervision.
- Demonstrated ability to maintain strict confidentiality of privileged information and perform a wide range of duties that require tact, sensitivity, independent judgment, diplomacy, organizational skills, flexibility, and discretion.
- Excellent interpersonal skills and customer focus, with the ability to project a collaborative and professional demeanor with a wide range of constituencies in a diverse University community.
- Superior written and verbal communication skills, as well as the ability to present his/her views in a clear and compelling manner.
- Excellent calendar management skills, including the coordination of complex executive meetings.
- Exceptional project management skills, including the ability to organize and lead multiple, concurrent initiatives simultaneously, and to proactively and strategically meet project needs until successful completion.
- Thorough knowledge of Microsoft Office and Google Suite applications, as well as experience in effectively creating documents, reports, and presentations.
- Ability to organize workflow and manage multiple tasks and functions simultaneously.
- Self-motivated and committed to continuous improvement.
- General knowledge of office management procedures, practices, and techniques.
- Responsible for own work and supervising student assistants.
Note:
This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.
Employee Vaccination Mandate:
In an effort to protect the health and safety of the campus community, all faculty and staff positions, excluding staff who perform duties exclusively at Graylyn Conference Center, are required to be fully vaccinated with an FDA approved or authorized COVID-19 vaccine prior to their hire date. Once hired, faculty and staff must maintain full COVID-19 vaccination status throughout their employment at Wake Forest University. Faculty and staff with disabilities or sincerely held religious beliefs that preclude vaccination should contact Human Resources to request a reasonable accommodation.
To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.
Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply.
Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.
Time Type Requirement
Full time Note to Applicant:
This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.
In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.
Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.