Executive Assistant to the Chief Operating Officer

Winston-Salem State University•Winston-Salem, NC

18d

About The Position

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.

Requirements

Experience providing administrative support to a senior-level executive or administrator.
Experience in a higher education, governmental, or similarly complex organization.
Demonstrated experience coordinating executive calendars, meetings, travel, financial transactions, events, and special projects.
Experience with Microsoft Office applications and enterprise administrative systems such as Banner, SU Express, Emburse, and Works.
Demonstrated ability to work effectively across organizational units and provide responsive support during periods of significant operational activity.

Nice To Haves

Bachelor’s degree in business administration, public administration, higher education administration, or a related field.
Licensure as a North Carolina Notary.

Responsibilities

Maintains 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.
Monitors 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.
Coordinates 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.
Provides 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.
Serves 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.