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Job description
Executive Assistant to the Chief Operating OfficerOur agency supports second-chance employment for individuals who were previously incarcerated, or justice-involved. We invite all potential applicants to apply for positions for which they may be qualified.* A criminal background check will be conducted on the candidate finalist prior to the offer of employment.* If it is determined that no applicants meet the minimum competency, education, and experience requirements, then management may consider other applicants.* Salary will be determined based on competencies, equity, budget, and market considerations.* Resumes will not be accepted in lieu of completing an electronic application. The application must be completed in full detail (including work history) for your qualifications to be considered.* Failure to complete the application completely may result in you not being considered for the vacant position.* Your application for the position will not be completed until you receive an online confirmation number at the end of the process of applying for a position.* If you have general questions about the application process, you may contact Human Resources at Individuals with disabilities requiring disability-related accommodation in the application and interview process, please call .Position DetailsPosition Classification Title - Executive AssistantFLSA - ExemptPosition Class - 89846Position OverviewJoin 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.Position Summary - Winston-Salem State University is seeking an Executive Assistant to the Chief Operating Officer. The Executive Assistant to the Chief Operating Officer provides high-level administrative, organizational, financial, and operational support to the Chief Operating Officer (COO) and the Office of the Chief Operating Officer/Division of Finance and Administration. The position serves as the principal administrative support professional to the COO and provides coordinated administrative support to the Deputy Chief Operating Officer and Deputy Chief Financial Officer as directed by the COO. The Executive Assistant serves as a liaison between the Office of the Chief Operating Officer/Division of Finance and Administration and University leadership, employees, students, vendors, the UNC System Office, state agencies, and members of the public.In addition to traditional executive administrative responsibilities, the position provides hands-on business and administrative support during periods of significant operational demand. This includes assisting Auxiliary Services and other operating units during semester opening, student move-in, major campus events, Homecoming, Commencement, and other periods when additional administrative and business support is necessary to ensure effective University operations.Key Responsibilities of the Executive Assistant to the Chief Operating Officer include, but are not limited to:Executive Administrative SupportMaintains the COO's calendar, schedules appointments, coordinates meetings, prioritizes requests, and manages scheduling among multiple internal and external constituencies.Coordinates travel arrangements, travel authorizations, itineraries, registrations, reimbursements, and related administrative requirements for the COO and, when assigned, the Deputy COO and Deputy CFO.Reviews incoming correspondence, requests, documents, and communications; determines appropriate routing and priority; and ensures matters requiring executive attention are addressed promptly.Screens telephone calls, visitors, meeting requests, and other inquiries while exercising discretion regarding confidential or sensitive matters.Serves as a primary administrative liaison between the Office of the Chief Operating Officer/Division of Finance and Administration and University departments, senior leadership, the UNC System Office, state agencies, vendors, community partners, and other external constituencies.Prepares meeting agendas, presentations, briefing materials, reports, correspondence, memoranda, and other documents.Assists with retreats, leadership meetings, administrative planning sessions, searches, special projects, and other University initiatives.Supports divisional personnel administration, timekeeping coordination, emergency callback documentation, organizational records, and other administrative functions as assigned.Budget and Business AdministrationMonitors assigned state, trust, and other University funds and assists with budget tracking, expenditure monitoring, reconciliation, and reporting.Initiates purchase requisitions, payment requests, purchase orders, travel documents, reimbursements, and other financial transactions.Uses Banner, SU Express, Emburse, Works, and other University financial and administrative systems to process transactions and research budgets, fund balances, purchase orders, payments, and related information.Reviews financial and administrative documents for completeness and accuracy before routing them for approval.Coordinates purchasing of supplies, equipment, services, registrations, and other operational needs for the Office of the Chief Operating Officer/Division of Finance and Administration.Communicates with University departments, Procurement, Financial Services, vendors, contractors, and other parties regarding purchases, invoices, payments, and discrepancies.Maintains appropriate records of financial transactions and helps ensure compliance with University, UNC System, and State requirements.Information, Records, and Governance SupportCoordinates administrative records, correspondence, reports, and document-management processes for the Office of the Chief Operating Officer/Division of Finance and Administration.Develops and maintains organized electronic and physical filing systems consistent with University record-retention requirements.Creates and formats professional correspondence, memoranda, reports, presentations, spreadsheets, meeting materials, and other executive-level documents.Coordinates with the Chancellor's Office and other University offices in preparing materials for the WSSU Board of Trustees and its committees.Provides administrative support for Board of Trustees committees associated with areas under the COO's responsibility, including preparation of meeting materials, coordination of submissions, and recording of minutes when assigned.Auxiliary Services, Semester Opening, and Major University Event SupportProvides administrative and business support to Auxiliary Services and other operational units during periods of significant institutional need.Assists Auxiliary Services during semester opening and other peak operating periods when transaction volume, student activity, or service demands require additional administrative capacity.Supports business and administrative activities associated with student move-in, meal plans, campus services, transportation, parking, vendor services, and other auxiliary operations as assigned.Assists with Homecoming business operations, including purchasing, vendor coordination, invoices, payments, requisitions, contracts and administrative documentation, event-related logistics, and coordination among University departments.Provides similar support for Commencement, major campus events, special programs, emergency operations, and other high-demand institutional activities.Helps track event-related purchases, invoices, contracts, approvals, deadlines, and deliverables.Provides on-site administrative assistance during major University events when needed.Responds flexibly to emerging operational priorities and temporarily provides administrative or business support to units experiencing unusual workload demands, staffing shortages, or critical deadlines.Communication and Special Administrative ProjectsServes as a professional representative of the Office of the Chief Operating Officer/Division of Finance and Administration in communications with University employees, students, vendors, governmental agencies, external organizations, and members of the public.Drafts and edits correspondence, memoranda, reports, presentations, meeting materials, and other communications on behalf of the Office of the Chief Operating Officer/Division of Finance and Administration.Reviews documents for accuracy, completeness, appropriate routing, and required approvals.Responds to requests for information and assists constituents in navigating University administrative processes.Coordinates special projects involving multiple administrative or operational departments.Supports the COO, Deputy COO, and Deputy CFO with research, information gathering, data compilation, report preparation, meeting coordination, and special administrative projects.Identifies administrative process improvements and recommends changes that increase efficiency, responsiveness, consistency, and customer service.Performs other duties and special assignments as directed by the Chief Operating Officer.Position Information
Worksite address
winston salem, NC, 27101, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.