Executive Assistant & Operations Coordinator

Executive Assistant & Operations Coordinator Position Number: 000340 Recruitment Range: $54,717 - $56,000 FLSA: Non-Exempt Appointment Type: Permanent - Full-time FTE: 40 hours/week, 12 months Work Hours: 8:00 am – 5:00 pm, Monday – Friday; occasional evening and weekend work may be required. Position required to work during periods of adverse weather or other emergencies: N - Not Mandatory Open Date: 10/29/2026 Close Date: 11/04/2026 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: Experience providing executive or senior-level administrative support, preferably in higher education or a complex organizational environment. Experience with budget administration, purchasing, travel, meeting and event coordination, or related administrative operations is preferred. Strong organizational, communication, and problem-solving skills, with demonstrated ability to exercise sound judgment, maintain confidentiality, manage competing priorities, and work effectively with internal and external partners. Remote/Hybrid Work Arrangement This position may be eligible for a remote or hybrid work arrangement, consistent with university and state policies. N.C. A&T employees are generally required to reside in North Carolina, within a 2-hour commuting distance of their assigned duty station. Organization Division: University Registrar Organization Location: Provost/VC for Acad Aff Organization Unit: Office of the Registrar Benefits Accrued Vacation and Sick Leave for Eligible Employees Community Service Leave Aetna – State Health Benefits of North Carolina 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 and more Position Overview The Executive Assistant provides executive administrative, operational, and fiscal support to the University Registrar and the Office of the Registrar. The position serves as the primary administrative support resource to the University Registrar and coordinates executive activities, calendar and meeting management, budget administration, purchasing, travel, commencement activities, and special projects. The position exercises judgment and discretion in managing priorities, sensitive and confidential matters, and day-to-day administrative activities. The Executive Assistant works with university leadership, faculty, staff, students, vendors, and other partners to coordinate activities, facilitate communication and follow-up, and support the effective and efficient operation of the Office of the Registrar. Key Responsibilities and Related Competencies Planning and Organizing Executive Calendar & Priority Management: Manage the University Registrar’s calendar, appointments, meetings, and travel; use judgment to prioritize requests, address scheduling conflicts, and coordinate adjustments based on established priorities and commitments. Meeting & Executive Coordination: Coordinate meetings involving university leadership, faculty, staff, and external partners, including scheduling, logistics, preparation of materials, agendas, and follow-up on commitments and action items. Commencement & Event Coordination: Coordinate assigned commencement activities, office events, retreats, and other recurring or special activities, ensuring timelines, logistics, materials, and stakeholder needs are addressed. Operational & Special Project Coordination: Coordinate administrative and operational projects assigned by the University Registrar, including timelines, deliverables, stakeholder communication, documentation, and follow-up to support timely completion. Financial Administration - Budget Budget Administration & Monitoring: Administer and monitor the Office of the Registrar’s budget and fiscal activities, including expenditures, available balances, commitments, and other financial activity; provide budget information to the University Registrar to support planning and decision-making. Purchasing & Fiscal Transactions: Coordinate purchasing, invoices, procurement documentation, travel reimbursements, and other fiscal transactions; ensure required documentation is complete, accurate, timely, and consistent with University policies and procedures. Reconciliation & Issue Resolution: Reconcile fiscal transactions and records, identify discrepancies, research issues, and coordinate appropriate resolution with University financial and administrative offices. Budget Planning Support: Track expenditures and commitments, identify routine fiscal and operational needs, and provide information and recommendations to the University Registrar regarding the use of available resources. Communication and Interpersonal Skills Executive Liaison: Serve as a primary administrative liaison for the University Registrar with university leadership, faculty, staff, students, vendors, and external partners; communicate information and coordinate appropriate follow-up within delegated authority. Executive Communications: Prepare and coordinate correspondence, meeting materials, reports, presentations, and other communications for the University Registrar; gather and organize information and ensure materials are accurate, complete, and appropriate for the intended audience. Relationship Management: Establish and maintain effective working relationships across organizational levels to facilitate communication, coordinate activities, and support the priorities and commitments of the University Registrar. Sensitive & Confidential Matters: Receive and respond to sensitive or confidential inquiries with discretion and sound judgment; determine appropriate routing, response, or escalation based on established priorities and delegated authority. Decision Making & Problem Solving Issue Assessment & Resolution: Analyze administrative and operational issues, determine appropriate courses of action within established policies and delegated authority, and coordinate resolution with appropriate University offices and partners. Executive Support & Escalation: Evaluate incoming requests, issues, and competing priorities to determine what can be addressed independently, what should be referred to another office, and what requires the University Registrar’s attention. Research & Recommendations: Research unusual or non-routine situations, gather and evaluate relevant information, identify available options, and recommend appropriate solutions or next steps. Operational Judgment: Exercise independent judgment and discretion in addressing sensitive, time-sensitive, or complex administrative matters and consider the impact of decisions on the University Registrar’s priorities and commitments. Information/Records Administration Executive Records Administration: Maintain executive and administrative records for the University Registrar, including correspondence, meeting materials, reports, fiscal documentation, and other official office records. Confidential Information Management: Maintain sensitive and confidential information using appropriate discretion, access controls, and handling practices consistent with University requirements. Information Management & Retrieval: Maintain organized processes for collecting, tracking, storing, and retrieving information needed to support executive activities, office operations, projects, and follow-up. Research & Documentation: Independently research, compile, interpret, and summarize information needed for meetings, reports, projects, and the University Registrar’s decision-making; ensure information is accurate, complete, and accessible. Equal-Opportunity Statement North Carolina A&T State University is an Equal Opportunity and Affi… 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. Contact Division of Human Resources Phone: View phone number on click.appcast.io Fax: View phone number on click.appcast.io Email: View email address on click.appcast.io #J-18808-Ljbffr North Carolina Agricultural and Technical State University