Title: 00661 - Senior Executive Assistant

Hiring Range: $60,000 - $73,500

Pay Band: 4

Agency: Norfolk State University

Location: Norfolk State University

Agency Website: WWW.NSU.EDU

Recruitment Type: General Public - G

Job Duties

Norfolk State University invites applications for the Senior Executive Assistant to the Provost in the Office of the Provost and Vice President for Academic Affairs (P&VPAA). The individual in this position will serve a crucial role in the office and will be a key partner to the Provost in ensuring positive partnerships with the campus community. The person in this position will work to advance the prioritized interests and objectives of the Provost. This individual will oversee communications for the P&VPAA, manage the Office of the P&VPAA. and provide support and leadership on special projects aligned with the Provost's priorities.

The Office of the Provost and Vice President for Academic Affairs provides administrative oversight for the schools, colleges, and academic support resources of Norfolk State University. The Provost's network includes two colleges, three professional schools, the School of Extended Learning, the Honors College, the Graduate School, an off-campus center, and academic support programs.

Reporting to the Provost and Vice President for Academic Affairs, the Senior Executive Assistant of the Office of the Provost provides executive. administrative and analytical support to the Provost and her designated leadership team members in the coordination of activities and tasks that support planning and implementation of the myriad and wide-ranging duties associated with achieving the goals of the Division of Academic Affairs, and the broader educational and institutional goals of Norfolk State University. The Senior Executive Assistant of the Office of the Provost works primarily to support the Provost's dispensation of duties and may work with or in support of students, faculty, staff, administrators and external constituents to promote, improve and facilitate coordination of tasks and general operations of the academic enterprise. The Senior Executive Assistant of the Office of the Provost may assist with or be assigned responsibility for calendar scheduling, arranging internal and external meetings, interacting with external visitors/guests and may lead special tasks/projects as assigned.

Minimum Qualifications

1. Bachelor's degree from an accredited institution; considerable experience providing administrative support to a high-level manager, preferably in higher education and/or non-profit setting; or, an equivalent combination of education and experience.
2. Ability to assume new and other responsibilities on own initiative and execute them in an effective manner as necessary.
3. Ability to exercise sound, independent judgment when making decisions, as well as, functioning calmly and effectively during times of crisis. Problem-solving skills required in discerning when and how to re-route or solve issues that can be handled at a lower level first and know when issues need the immediate attention of the Provost.
4. Ability to establish and maintain effective working relationships within the office as well as with other internal constituents (senior administration, faculty, staff) and interact professionally with external constituents (students, parents, alumni, and the public).
5. Knowledge of and keeps abreast of general office, legislators, Board of Visitors, SCHEV, other professional counterparts, community leaders, Academic Affairs, and other administrative principles, practices, and protocol.
6. Excellent oral and written communication skills, including correspondence writing, meeting note-taking, and professional presentation development.
7. Strong organization skills, tact, and creativity; attention to detail; efficiency in handling problems; coordinating and reviewing budgets; handling several tasks simultaneously and sometimes unexpectedly; working in a fast-paced environment; and commitment to completing tasks to the highest standards.
8. Experience in a student management system software (i.e. Colleague by Ellucian) and operating a personal computer and proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and presentation software.
9. Work as part of a team to ensure a positive, proactive, professional, efficient, and effective office environment, and will be proactive in simplifying systems, increasing use of University enterprise software, and reducing paperwork.
10. Exercise considerable judgment, initiative and discretion based on knowledge of University policies and procedures and working collegially with an administrative team.
11. Ability to handle confidential matters with discretion and tact; maintain composure and competence under pressure; and be detail-oriented. Must be able to prioritize essential tasks, have initiative, be self-directed with good decision-making skills; and have the capacity to be a strong team player.
12. Exercise the highest standard of confidentiality, integrity, and rofessionalism in all duties.

Preferred Qualifications:

1. Masters degree from an accredited institution.

Special Instructions: 

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Application and/or résumé for this position must be submitted electronically by 11:59 p.m. on the closing date through the Commonwealth of Virginia’s Job Board/Recruitment Management System (RMS). Mailed, emailed, faxed, or hand delivered applications and/or résumés will not be accepted. Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of Virginia Employees Only), must attach these forms when submitting their state application and/or résumé. The decision to interview an applicant is based solely on the information received for this position from either the electronic application and/or résumé. RMS provides a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your RMS account to check the status of your application for this position.

Norfolk State University conducts background checks on all candidates identified as a finalist for employment consideration. The type of background check(s) performed are dependent upon the type of position for which you have been identified as a finalist and may include: criminal history, including sexual offender registry checks, reference checks, degree validation, DMV (driving) records, license verification, and credit report reviews. The results of background checks are made available to University employing officials. As a finalist, you will be required to sign an Authorization to Release form. Norfolk State University utilizes Form I-9 and E-verify in the verification of eligibility for employment. Applicants must be authorized to work in the U.S. without employer sponsorship.

Contact Information:

Name: Office of Human Resources

Phone: 757-823-8160

Email: NO EMAILED DOCUMENTS ACCEPTED

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: Career Pathways for Individuals with Disabilities, or call DARS at 800-552-5019, or DBVI at 800-622-2155.