Executive Assistant - Advanced

The Division of Academic Affairs ("AA") is headed by the Provost and Vice Chancellor for Academic Affairs who serves as the institution's Chief Academic Officer ("CAO") and is responsible for administering academic policies. AA is comprised of each of the university's colleges, schools, and libraries, along with other academic support and administrative units, to include Learner Operations, Research, Innovation and Engagement, Institutional Planning, Assessment and Research, and Global Affairs. Academic Affairs works collaboratively to strengthen ECU's culture of academic excellence in line with our mission to be a national model for student success, public service, and regional transformation.

The Provost's Office ("PO") immediate staff currently includes the Provost and Vice Chancellor for Academic Affairs, the Director of Projects and Planning, one administrative support associate ("ASA") and this executive assistant ("EA") position.

The Office of University Counsel ("OUC") is responsible for addressing the university's comprehensive legal needs, including contracts, policies and procedures, employment relations with faculty, EHRA and SHRA employees, litigation coordination, legal advice regarding compliance with applicable regulatory requests, etc. The OUC provides comprehensive legal advice and counsel regarding legal matters to the Chancellor, the Board of Trustees, the principal administrators of the University.

The OUC immediate staff currently includes the General Counsel and Vice Chancellor for Legal Affairs, eight attorneys, two legal support staff, one executive assistant, and is supported 25% by this executive assistant position.

Executive Assistant to the Provost and Vice Chancellor for Academic Affairs (75%)
The Office of the Provost sets the leadership example for the entire division and the EA manages that example. The position is responsible for organizing the workflow for the office and serving as the Provost's liaison to senior administrators and staff reporting to them. The position will work closely with the administrative support associate as appropriate. The position must evaluate and manage conflicting priorities in a very dynamic environment, including scheduling and other calendar needs, general knowledge and/or management of standing meetings or responsibilities, including reporting requirements, and communicates on these topics with varying other administrators regularly and without supervision. The EA collects and compiles information for regular reporting or specialized reports from individuals, committees, consultants, and other administrators and staff.

The position provides support for the Provost and PO staff by composing as draft or final a variety of correspondence and material, including meeting notes, briefings, agendas, summaries, memos, emails, presentations, invitations, and flyers. The position must be highly efficient in Microsoft Office Suite, should be familiar with office equipment, and must be able to learn new software in a short period of time. The position should be knowledgeable of the Provost's philosophies and have a complete knowledge of the university and especially the Division of Academic Affairs organization in order to appropriately handle or refer those who contact the office. The position must be thoroughly knowledgeable of all university policies and procedures and assure full compliance with Federal, State and UNC policies and regulations.

The EA may manage sensitive or highly confidential issues and must be a consummate professional at all times. The position may oversee the administrative support associate in execution of a variety of tasks or responsibilities, such as: organizing the calendars for the Provost or PO staff, scheduling meetings/events with multiple participants and arranging and preparing for meetings/events with a wide variety of both internal and external clients; making travel arrangements or managing reimbursements for the Provost or PO staff; screening incoming correspondence and routing to the appropriate office that which does not require personal attention of the Provost or PO staff; control of files and filing, both paper and electronically; maintaining files relating to organizational structure, proposals for organizational enhancements, transition reports, and/or process changes.

Executive Assistant to the Office of University Counsel (25%)
The Office of University Counsel is responsible for addressing the university's comprehensive legal needs, including contracts, policies and procedures, employment relations with faculty, EHRA and SHRA employees, ligation coordination, legal advice regarding compliance with applicable regulatory requests, etc. The EA will serve the GC and other OUC staff in the following areas: personnel coordination, and limited scheduling for the GC. This may include functions such as processing and handling workflows, editing/creation of documents, maintaining the calendar, limited preparation of materials, and other matters as needed. The EA will also complete personnel-related responsibilities for OUC in conjunction with other units on campus, to include reclassification, position postings, position creation, hiring proposals, and other actions as needed.

High school diploma or equivalency and three years of progressively responsible administrative/office management experience; or Associate 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.

None

Knowledge of ECU's systems and business platforms. Knowledge in management and planning/organizing responsibilities. Excellent oral and written communication skills.

None

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 budget, UNC salary administration, and/or candidate qualifications.

East Carolina University is committed to workforce success and cultivating a culture of care for our employees. ECU prohibits unlawful discrimination and harassment based on race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, and veteran status. All qualified applicants will receive consideration for employment without regard to their protected veteran status or disability.

Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act ( ADAAA) should contact the ADA Coordinator at (252) 737-1018 (Voice/ TTY) or ADA-Coordinator@ecu.edu.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU 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. If highest degree earned is from an institution outside of the U.S. and its territories, final candidates are required to have their degree validated as equivalent to the degree conferred by a regionally accredited college or university in the U.S.

If you experience any problems accessing the system or have questions about the application process, please contact the Department for People Operations, Success, and Opportunity at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.