Main Campus, Winterville, NC
Closes: Monday, January 17, 2022
Target Start Date
Expected Work Hours
Associate’s Degree in business administration or administrative office technology with three to five years of secretarial experience, preferably in a community college environment; or relevant training and experience which provides the required skills, knowledge, and abilities. A Bachelor’s degree is preferred.
Must possess excellent interpersonal skills, oral and written communication skills, utilizing correct grammar and composition. Must be able to interact with individuals and groups promoting leadership, confidence and professionalism.
Excellent knowledge of current office techniques and practices, computer, and word processing experience.
Must possess demonstrated organizational skills, creativity, ability to work effectively with people and meet deadlines.
Ability to exercise discretion and independent judgment in handling complex and stressful conditions.
Display initiative and objectivity. Perform work with a high degree of integrity and professionalism.
Physical Requirements: Must be physically able to operate a variety of automated machines including telephone, computer, copier, calculator, etc. Must be physically able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Position involves mostly sedentary work, but may require walking or standing for brief periods of time.
Data Conception: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes the giving of assignments and instructions to assistants. Includes the receiving of information and instructions from the President.
Language Ability: Requires the ability to read a variety of documents, reports, and books such as Board Minutes, various manuals, etc. Requires the ability to prepare documents and reports with the proper format, punctuation, spelling and grammar, etc. Has the ability to speak with poise, voice control and confidence.
Intelligence: Has the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form. Is able to deal with several abstract and concrete variables. Has the ability to apply principles of rational systems such as administrative office technology, secretarial science, etc., in order to solve practical problems and deal with a variety of concrete variables.
Verbal Aptitude: Requires the ability to record and deliver information and to follow verbal and written instructions.
Numerical Aptitude: Requires the ability to utilize mathematical formulas; add, subtract, multiply, and divide numbers; utilize decimals; and figure percentages.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes in using automated equipment.
Manual Dexterity: Requires the ability to handle a variety of items, office equipment, computer, calculator, control knobs, switches, etc. Must have moderate levels of eye/hand/foot coordination.
Color Discrimination: Requires the ability to differentiate colors and shades of color.
Interpersonal Temperament: Has the ability to deal with people beyond receiving instructions. The worker needs to relate to people in situations involving more than receiving instructions. Must be adaptable to performing under minimum stress when confronted with an emergency.
Physical Communication: Requires the ability to talk and/or hear (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear.)
Knowledge of Job: Has considerable knowledge of the practices, procedures, rules and regulations of the College as they apply to duties of the position. Has comprehensive knowledge of registration and record-keeping practices and procedures of the College as they pertain to the office of Executive Vice President. Has considerable knowledge of general office operations, functions, and procedures. Has the ability to use influence systems in instructing subordinates. Is able to apply principles of synthesis functions in developing new and revising existing procedures for more efficient office operations. Is able to use independent judgment in routine and occasional non-routine situations. Is able to communicate effectively with others both in person and over the telephone in a clear and pleasant manner. Has the knowledge and intelligence required to communicate with all levels of staff, faculty, students, and the public in the performance of the job. Has the ability to compile, organize, prepare, and maintain an assortment of records, reports, and related information. Has the ability to comprehend, interpret, and apply regulations, procedures, and office operations. Is able to read, understand and complete written requests and work assignments in a timely fashion. Knows how to estimate time, materials and supplies required to complete various routine activities. Is able to learn and apply new skills needed in order to promote efficient completion of duties by self and subordinates. Has good organizational and human relations skills. Has the ability to deal with emergency situations that may arise. Has the ability to operate a variety of office equipment and machines in completing tasks. Is able to complete mathematical calculations quickly and accurately. Is knowledgeable in accounting practices and procedures. Is able to work under stressful conditions related to handling confidential matters, organizing meetings, and handling problems that may arise. Is able to make sound, educated decisions.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with all College departments and divisions, co-workers and the public.
Quantity of Work: Performs described "Specific Duties and Responsibilities" and related assignments efficiently and effectively in order to produce quantity of work which consistently meets standards and expectations of the College.
Dependability: Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, College policy, standards and prescribed procedures. Remains accountable to assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends and remains at work regularly and adheres to College policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches problems, situations and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with College policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments within the College.
Relationships with Others: Shares knowledge with managers, supervisors and staff for mutual and College benefit. Contributes to maintaining high morale among all College employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the public so as to maintain good will toward the College and to project a good College image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the College. Emphasizes the importance of maintaining a positive image within the College. Interacts effectively with higher management, Vice President, other College professionals and the public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the College and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.
Planning: Plans, directs and uses information effectively in order to enhance activities and production of the department. Knows and understands the expectations of the College regarding the activities of the department and works to see that these expectations are met. Designs and formulates ways, means, and timing to achieve the goals and objectives of the department and the College. Within the constraints of College policy, formulates the appropriate strategy and tactics for achieving departmental and College objectives. Organizes, arranges and allocates manpower, financial and other designated resources in an efficient and effective way so as to achieve the goals and objectives of the department and the College.
Organizing: Organizes own work and that of subordinate staff well. Ensures that staff members know what results are expected of them and that they are regularly and appropriately informed of all College and department matters affecting them and/or of concern to them.
Staffing: Works with the Personnel Department to select and recommend employment of personnel for the department who are qualified both technically and philosophically to meet the needs of the department and College. Personally directs the development and training of department personnel in order to ensure that they are properly inducted, oriented and trained.
Leading: Provides a work environment which encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied. Provides adequate feed?back to staff so that they know whether their performance levels are satisfactory. Commends and rewards employees for outstanding performance yet does not hesitate to take disciplinary action when necessary. Exercises enthusiasm in influencing and guiding others toward the achievement of College goals and objectives.
Controlling: Provides a work environment which is orderly and controlled. Coordinates, audits, and controls manpower and financial resources efficiently and effectively. Coordinates, audits, and controls the utilization of materials and equipment efficiently and effectively. Has a clear and comprehensive understanding of College standards, methods and procedures.
Delegating: Assigns additional duties to staff as necessary and/or appropriate in order to meet department goals, enhance staff abilities, build confidence on the job and assist staff members in personal growth. Has confidence in staff to meet new or additional expectations.
Decision Making: Uses discretion and judgment in developing and implementing courses of action affecting the department. When a particular policy, procedure or strategy does not appear to be achieving the desired result, moves decisively and definitively to develop and implement alternatives.
Creativity: Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness of department and College. Employs imagination and creativity in the application of duties and responsibilities. Is not adverse to change.
Human Relations: Strives to develop and maintain good rapport with all staff members. Listens to and considers their suggestions and complaints and responds appropriately. Maintains the respect and loyalty of staff.
Policy Implementation: Has a clear and comprehensive understanding of College policies regarding the department and College function. Adheres to those policies in the discharge of duties and responsibilities and ensures the same from subordinate staff.
Policy Formulation: Keeps abreast of changes in operating philosophies and policies of the College and continually reviews department policies in order to ensure that any changes in College philosophy or practice are appropriately incorporated. Also understands the relationship between operating policies and practices and department morale and performance. Works to see that established policies enhance same.
See Minimum Qualifications
Under limited supervision and direction of the President, the executive assistant is responsible for complex and confidential administrative support to the President and Board of Trustees. The assistant provides information and support to faculty, staff, state and local agencies, regulatory, and accrediting agencies. The executive assistant to the President must possess a thorough knowledge of college operations and board policies, manage and coordinate all office communications, and perform extensive duties in support of the office and the College.
Administrative Support for the Trustees of Pitt Community College
Maintain official records of the Board of Trustees, including compilation of official minutes subject to the approval of the President and the Board of Trustees and according to the statutes pertaining to North Carolina Community College System (NCCCS).
Coordinate and schedule Trustee and Trustee Committee meetings; collect and organize agenda items from staff, type and assemble reports; distribute material to Trustees and selected College personnel.
Attend and serve as the Recording Secretary for Trustee meetings; accurately record, prepare and disseminate minutes and serve as Ethics Liaison to the North Carolina Ethics Commission.
Serve as Notary Public for trustees, and college personnel, which include administering Oath of Office to newly appointed and reappointed trustees.
Revise and update Trustees Bylaws and Policy Manual.
Responsible for preparing trustee related reports, correspondence, and coordinating trustee training requirements, in accordance with the statues pertaining to NCCCS and North Carolina Association of Community College Trustees (NCACCT).
Assists in registration and travel arrangements for trustees attending national and state conferences and conventions. Organize receipts and process travel authorization, travel reimbursement forms, and expense reports relating to trustee travel, and in accordance with State of North Carolina guidelines.
Responsible for arranging graduation proceedings for trustees, which includes planning platform seating, dinner event before ceremony, assisting with academic regalia and program, and inviting legislators and local dignitaries.
Administrative Support to the President
Organizes and directs daily operations and functions of the President’s office.
Maintains, coordinates and schedules appointments for the President’s calendar, updating hand held device, provide hard copy of daily/weekly calendars. Meets weekly with President to review calendar to facilitate scheduled meetings.
Serves as recorder for the President’s Leadership Team, coordinating meetings and preparation of agendas.
Coordinates the preparation of confidential correspondence, reports, special projects, presentations and other materials.
Convey messages to the President that facilitates his ability to respond efficiently. As the situation warrants, screen the President’s telephone calls; refer calls to others if judged more appropriate; respond to messages at his direction by direct call, voice mail, email, letter, memorandum or facsimile.
Receive and greet visitors to the President’s office.
Independently respond to letters and correspondence of a routine nature.
Research, compile and summarize data and information for special projects, reports and presentations.
Facilitate and organize special meetings, events and social functions promoted by the President’s office, including caterers, materials, audiovisual equipment and supplies.
Complete and approve forms for purchase orders, equipment requisitions, local invoices, material and supply requisitions, requests for repairs, and other pertinent transmittals.
Provide administrative support to the President for his professional association participation.
Responsible for serving on campus committees when appropriate and/or requested by the President.
Responsible for attending college-sponsored functions both on and off campus.
Represents the President and/or President’s office to campus and community constituents.
Interacts and communicates with various individuals and groups including county legislators, count commissioners, students, faculty and staff of PCC, assistants and business community leaders.
Coordinates travel arrangements, accommodations, and conference registrations, prepare and process travel petitions and reimbursements or other travel-related plans for President.
Maintains budget records for assigned department/division; monitors expenditures of assigned department/division to ensure adherence to established budget; prepares or processes requisitions, purchase orders, or budget transfer requests; reviews invoices, researches discrepancies, and forwards for payment; maintains records of expenditures and other financial activities which include processing p-card transactions, Datatel and NC E-Pro requisitions.
Monitors inventory of office equipment, forms, and supplies; ensures availability of adequate materials to conduct work activities; initiates order for new/replacement supplies; obtains competitive price quotes; distributes or delivers equipment/supplies as needed; schedules use of department/division equipment or vehicles.
Processes incoming/outgoing mail and e-mail messages; sorts, distributes, opens, screens, and/or routes incoming mail; and prepares outgoing mail for pickup.
Maintains file system of various files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; scans record into optical imaging system; shreds/destroys confidential or obsolete documents.
Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, desktop publishing, presentation, e-mail, Internet, or other programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.