Chatham County Provost Executive Assistant

Chatham County Provost Executive Assistant


Central Carolina Community College
1105 Kelly Drive
Sanford, NC 27330
Phone: 919-775-5401

Job Location

Chatham Main Campus


$34,476.00 - $50,160.00 Annually



Job Category

  • Clerical

Application Period

Opens: Monday, June 20, 2022
Closes: Thursday, July 7, 2022

Target Start Date

Thursday, July 7, 2022

Expected Work Hours

40 Hours Weekly

Reports to

Chatham County Provost

Employment Type


Minimum Qualifications

  • Associate Degree in Business Administration, Office Administration or related degree, AND
  • Five to seven years experience in accounting, office or database management, OR
  • Equivalent combination of education and experience.
  • Commissioned as a Notary Public in the State of North Carolina within six months of hire.

Required knowledge, skills, and abilities:

  • Excellent oral and written communication (including proofreading).
  • Ability to organize projects.
  • Ability to multi-task and meet deadlines.
  • Advanced computer skills including the use of word processing, spreadsheet, e-mail, and accounting/finance programs desirable. 
  • Proven proficiency in MS Word, Excel and Quick Books.
  • Must be able to attend special functions in the evenings and weekends.
  • Must have the ability to observe and maintain a high degree of confidentiality and professionalism.
  • Must be proficient, detailed-oriented and accurate to assist in running a smooth office environment.
  • Must demonstrate creativity, flexible, foresight and mature judgment in anticipating and solving problems and in dealing with a variety of situations where only limited standardization exits.
  • Must be able to communicate effectively and to interface with all levels of personnel and a variety of personalities in a professional manner.
  • Requires a functional knowledge of college operations and procedures to accurately interpret documents/instructions to act properly and promptly.
  • Strong Customer Service background.
  • Ability to maintain a flexible schedule based on event scheduling. 

Preferred Qualifications

  • Experience working in higher education
  • Notary Public
  • Knowledge of the curriculum and continuing education divisions of the College and/or of the North Carolina Community College System.
  • Event planning experience.

Position Description

At Central Carolina Community College, we create transformative lifelong learning opportunities! We expect all employees to find ways to remove barriers to student success and provide all students a pathway to achievable dreams. Our employees are charged to recognize the challenges we face and to respond to them with empathy, understanding, and a willingness to help. 

The Executive Assistant performs high-level administrative and clerical duties, coordinating facilities space and schedules, ensuring compliance with College policies and procedures regarding several College areas, ensuring various internal and external deadlines are met, maintaining sensitive files and records, and related work as apparent or assigned to support the Chatham County Provost. Responsible for maintaining high standards of professionalism, efficiency, personal communication, discretion, and independent judgment.

Diversity Policy: Central Carolina Community College believes the college experience is greatly enriched through diversity; therefore, the college encourages diversity of thought within the student body and staff. Furthermore, the college seeks to promote awareness of diversity and the respect for all individuals, and the college pledges to adhere to this mission in its relationship with the community.


 Essential Duties:

  • Provides a wide variety administrative support to the Chatham County Provost and to the departments under supervision. 
  • Manages the Chatham County Provost calendars to prioritize and resolve conflicts and to ensure all commitments and deadlines are met. 
  • Prepares responses, correspondence, meeting materials, schedules, and other forms of communications for the division. 
  • Uses good judgment in identifying issues to assist staff, faculty, and students with questions regarding policies and procedures and/or directs the issues to management, or appropriate staff. 
  • Receives visitors, phone calls, fax documents and makes copies, directing calls and visitors to the appropriate person/department.  
  • Composes, prepares and transmits confidential and sensitive information, provides administrative support for mailings.
  • Performs data entry and file maintenance.
  • Prepares purchase requisitions through E-Procurement. Enter requisition information on budget spreadsheet, keeps track of items order, etc.
  • Maintains inventory of equipment and supplies; ensures operation of office equipment
  • Coordinate travel arrangements as needed.  Schedule and coordinate the logistics for routine and non-routine meetings.  Prepare materials for meetings. 
  • Coordinate facilities for classroom and laboratory space.
  • Process accounts receivable and accounts payable on a daily basis and make bank deposit. 
  • Maintain up-to-date records for Provost,
  • Maintain office supplies and knowledge of technical support.
  • Maintain communication with instructors on class changes.
  • Process all adjunct contracts for Chatham faculty.
  • Assist and advise students and parents on eligibility requirements for federal and state aid and provide financial aid guidance and support.
  • Ensure compliance with all financial aid policies, procedures and regulations.
  • Maintain knowledge of department and college policies, procedures, and practices with the ability to answer work related questions; and/or interpret and apply these guidelines correctly in various situations 
  • Assist in requesting additional information for incomplete or inconsistent applications –FAFSA.
  • Interact with various department offices and outside agencies to resolve conflicts, expedite processing and access information.
  • Represent the Financial Aid Department during promotional events (Open Houses, Orientation, Workshops, etc.)
  • Travel to meetings, training sessions and conferences as required.
  • Serve on College committees as assigned. 
  • Complete the annual five-hour staff development.  
  • Encourage and support College activities, policies, procedures, and philosophies.
  • Perform other duties as assigned. 
  • Recognizing and respecting the variety of experiences and contributions represented by all of our students, employees, and community, the Executive Assistant will encourage a learning environment where everyone is supported and valued for their unique perspectives and experiences and will foster and promote the participation of all members of our diverse communities.

Job Post Contact

Central Carolina Community College Human Resources

1105 Kelly Drive, Sanford, NC  27540

(919) 718-7493