Executive Assistant

Winston-Salem State University; Winston-Salem (NC); On-site; USD 42,000 - 58,000; Full time

Job summary

Winston-Salem State University (WSSU) in Winston-Salem, NC, is hiring an Executive Assistant to the Dean in the School of Health Sciences. The role coordinates office functions, drafts memos, maintains calendars, books travel, and takes minutes, supporting the Dean and the Associate Dean while leading staff development for Student Services Specialists.

You will manage calendars, resolve scheduling conflicts, plan events, act as gatekeeper, draft senior-level communications, coordinate travel

Qualifications

• High school diploma or equivalent and three years of progressively responsible administrative/office management experience; or 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.
• Masters Degree
• 2 years in higher education administrative work experience, preferably within the UNC system.
• Possess excellent knowledge and skills in use of administrative, technology, and software applications (Banner, People Admin, WebFocus, Microsoft Office, and AdobeSign/DocuSign).
• Excellent communication skills and customer service.
• Reviews and edits the content of sensitive materials constructively.

Responsibilities

• Maintain the calendars of the Dean and Senior Associate Dean.
• Prevent scheduling conflicts or anticipate and resolve conflicts and competing priorities for the Dean’s schedule.
• Attend meetings to stay abreast of and prioritize issues. Track and monitor pending issues for follow-up and independently develop agenda for future meetings.
• Plan and organize School of Health Sciences annual and special events, such as opening sessions, advisor board meetings, and retreats.
• Act as a gatekeeper to assure prioritization of the Dean’s time.
• Respond to a wide variety of inquiries from faculty and staff.
• Coordinate travel activities for the Dean, to include: securing advanced payment approvals, registering for events, booking hotels and flights, and reconciling documents upon return.
• Lead training and development for SOHS student services specialists.
• Provide administrative and technical assistance on a wide range of special projects as assigned by Dean.
• Develop and manage a database of contacts, initiatives, and assignments.
• Record minutes or notes of meetings as required.
• Display proficient written communication skills through consistent written correspondences to the public, students, alumni, patrons, the departmental staff and faculty, and university employees.
• Efficient written communication is needed in planning projects, composing minutes and reports, and keeping records.
• Organize and assemble documents for executive meetings and independently edit, assimilate, and compose materials to use in various settings.
• Draft letters, memos, meeting agendas, and reports to communicate the Dean’s decisions, ideas, and agenda.
• In the absence of the Dean, ensure that requests for action or information are relayed to the appropriate personnel.
• Consult with Dean on travel based on the appropriated amount in order to remain within budget.
• Develop an office supply list based on the appropriated amount and plan for meals or refreshments associated with Office of the Dean activity.
• Reconcile T-card after travel for the Dean
• Assists the Dean in the preparation, monitoring, and tracking of program budgets across departmental accounts.
• Collaborate with Program Chairs to ensure budget requests and expenditures align with accountable, trackable actions and program goals.
• Work cooperatively with the Dean and members of the SOHS Leadership to carry out the university’s mission, strategic goals, and objectives.
• Assist constituents with inquiries and requests on behalf of the Dean. Identify issues needing the Dean’s attention, redirect others, and follow up to ensure resolution.
• Screen telephone calls, visitors, and appointments. Provide information or references appropriately. Open, read, and screen mail addressed to the Dean. Respond to routine correspondence and email as instructed.
• Assist with relaying vital information by attending meetings in the absence of the Dean.
• Serve as the SOHS Administrative Microsoft Team owner and uploads all prudent information needed for the training and development of SOHS student services specialists.

Skills

Communication skills

Customer service

Calendar management

Administrative support

Education

High school diploma or equivalent

Associate's degree in secretarial/business administration

Bachelor's degree in business administration or related

Tools

Microsoft Office

Banner

People Admin

WebFocus

AdobeSign/DocuSign

Job description

Classification Information

Position Classification Title

Position Classification Title Executive Assistant

FLSA

FLSA Non-Exempt

Position Class

Position Class 10433

Position Overview

Join the Ramily!

Join the Ramily! Winston-Salem State University ( WSSU ) is a distinguished institution that combines academic excellence, community engagement, and a commitment to fostering student success. We are proud to be North Carolina’s only university to earn the distinguished designation of Opportunity College by the Carnegie Classifications of Higher Education and the American Council on Education ( ACE ). WSSU is dedicated to preparing students for leadership roles through rigorous programs in health sciences, business, education, and the humanities. Known for its supportive environment, the university fosters a close-knit community that nurtures both professional and academic excellence. Situated in Winston-Salem, North Carolina—known as the City of Arts and Innovation, WSSU provides students with opportunities to engage in a dynamic mix of professional, social, and cultural experiences. Winston-Salem is home to thriving arts, healthcare, and technology sectors, offering both students and faculty unique collaboration opportunities and professional development pathways. With its beautiful campus, strong sense of community, and dedication to fostering personal and professional growth, Winston-Salem State University is an ideal place to teach, work, and learn. Find information about our current benefits and retirement options, our holiday schedule, and other discounts and perks at the links below: UNC System Employee Benefits Central UNC System Retirement Benefits WSSU Holiday Schedule WSSU Discounts and Perks

This is an internal job posting, available only to current employees of Winston-Salem State University. The School of Health Sciences is seeking an Executive Assistant to the Dean. The Executive Assistant for the Dean of the School of Health Sciences will organize and coordinateoffice functions, draft memos, maintain calendars, book and reconcile travel, and take minutes on behalf of the Dean. Additionally, the selected candidate will provide administrative support to the Associate Dean of the School of Health Sciences and lead ongoing staff development & training for the Student Services Specialists within the School of Health Sciences. Responsibilities of the Executive Assistant include:

• Maintain the calendars of the School of Health Sciences Dean and Senior Associate Dean.
• Prevent scheduling conflicts or anticipate and resolve conflicts and competing priorities for the Dean’s schedule.
• Attend meetings to stay abreast of and prioritize issues. Track and monitor pending issues for follow-up and independently develop agenda for future meetings.
• Plan and organize School of Health Sciences annual and special events, such as opening sessions, advisor board meetings, and retreats.
• Act as a gatekeeper to assure prioritization of the Dean’s time.
• Respond to a wide variety of inquiries from faculty and staff.
• Coordinate travel activities for the Dean, to include: securing advanced payment approvals, registering for events, booking hotels and flights, and reconciling documents upon return.
• Lead training and development for SOHS student services specialists.
• Provide administrative and technical assistance on a wide range of special projects as assigned by Dean.
• Develop and manage a database of contacts, initiatives, and assignments.
• Record minutes or notes of meetings as required.
• Display proficient written communication skills through consistent written correspondences to the public, students, alumni, patrons, the departmental staff and faculty, and university employees.
• Efficient written communication is needed in planning projects, composing minutes and reports, and keeping records.
• Organize and assemble documents for executive meetings and independently edit, assimilate, and compose materials to use in various settings.
• Draft letters, memos, meeting agendas, and reports to communicate the Dean’s decisions, ideas, and agenda.
• In the absence of the Dean, ensure that requests for action or information are relayed to the appropriate personnel.
• Consult with Dean on travel based on the appropriated amount in order to remain within budget.
• Develop an office supply list based on the appropriated amount and plan for meals or refreshments associated with Office of the Dean activity.
• Reconcile T-card after travel for the Dean
• Assists the Dean in the preparation, monitoring, and tracking of program budgets across departmental accounts.
• Collaborate with Program Chairs to ensure budget requests and expenditures align with accountable, trackable actions and program goals.
• Work cooperatively with the Dean and members of the SOHS Leadership to carry out the university’s mission, strategic goals, and objectives.
• Assist constituents with inquiries and requests on behalf of the Dean. Identify issues needing the Dean’s attention, redirect others, and follow up to ensure resolution.
• Screen telephone calls, visitors, and appointments. Provide information or references appropriately. Open, read, and screen mail addressed to the Dean. Respond to routine correspondence and email as instructed.
• Assist with relaying vital information by attending meetings in the absence of the Dean.
• Serve as the SOHS Administrative Microsoft Team owner and uploads all prudent information needed for the training and development of SOHS student services specialists.

Primary Function of Organizational Unit

The primary function of the Office of the Dean is to provide leadership, direction, coordination and execution of the SOHS strategic plan. This Office guides and coordinates the operations of all departments and divisions within the School and the Center of Excellence for the Elimination of Healthcare Disparities.

Position Information

Position Number

Position Number 250920

Competency Level Advanced

Working Position Title

Working Position Title Executive Assistant

Building and Room No.

Work Hours: From [time] to [time] on [days] of [week]

Work Hours: From [time] to [time] on [days] of [week] 8:00-5:00 Monday - Friday with some Saturdays possible

Hours per week 40

Months per year

Months per year 12

Appointment Type

Appointment Type Permanent Full-Time

If Time Limited.

If Time Limited. No

Appointment Length. N/A

DHR Assigned Fields

FTE

FTE 1

Requirements and Preferences

Position required to work during periods of adverse weather or other emergencies

Position required to work during periods of adverse weather or other emergencies Not Mandatory

Position required to work On-Call/Emergency Callback

Position required to work On-Call/Emergency Callback No

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

• Masters Degree
• 2 years in higher education administrative work experience, preferably within the UNC system.
• Possess excellent knowledge and skills in use of administrative, technology, and software applications (Banner, People Admin, WebFocus, Microsoft Office, and AdobeSign/DocuSign).
• Excellent communication skills and customer service.
• Reviews and edits the content of sensitive materials constructively.

Required License or Certification

N/A

Valid US Driver's License

Valid US Driver's License No

Commercial Driver's License Required

Commercial Driver's License Required No

Physical Required

Physical Required No

List any other medical/drug tests required

Posting Number

Posting Number