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Job Description SummaryProvides comprehensive administrative support to the Chief Audit Officer ("CAO"), the Chief Compliance and Privacy Officer (CCPO), and the Associate Vice President for Policy and Government Affairs ("AVP") and their respective teams. Operating under indirect supervision, this position provides primary administrative, logistical, project support to the CAO, the CCPO, and AVP by managing their schedules, travel plans, and correspondence to ensure optimal use of time, effective and timely communication, and preparedness for meetings and events. The role also involves coordinating meetings with the Board of Trustees Audit & Compliance Committee. Additionally, the Administrative Assistant handles a range of complex and/or confidential administrative projects, demonstrating discretion and independent judgment. The Administrative Assistant proactively anticipates needs and opportunities, ensures high levels of accuracy, and triages and solves problems.
Job Description
Essential Functions:
Serves as the primary point of administrative contact and liaison with internal and external constituencies on a range of varied issues.
Assists the CAO with Board of Trustee functions.
Coordinates BOT Audit and Compliance Committee scheduling, messaging and Diligent materials.
Manages the CAO, CCPO, and AVP's calendars for all appointments and meetings, ensuring strategic use of time.
Helps create, organize, and manage files, as needed.
Manages confidential correspondence to include responding to routine occurrences; provides resource material and/or drafts. Handles logistics for meetings, retreats, and other gatherings on and off campus; responds and addresses unexpected changes and associated requests; arranges for urgent issues to be handled by appropriate staff.
Creates appropriate documents including agendas, presentations, and follow-up for meetings with trustees, cabinet members, faculty, staff, and students.
Communicates effectively, both verbally and in writing, with all office staff, faculty, and visitors.
Organizes office travel, including arranging transportation, lodging, and other travel needs; determines best itineraries with possible conflicting requests.
Reviews and processes payment requests, invoices, reimbursement requests, journal entries, generates purchase requisitions, and locates and negotiates with outside vendors as necessary.
Assists with administrative duties and support activities associated with committee meetings.
Responsible for maintaining inventory of necessary supplies for the office.
Provides assistance in understanding and interpretation of University policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards.
Assists with coordination of campus constituent/stakeholder meetings.
Provides budget support, as needed.
Required Education, Knowledge, Skills, Abilities:
Bachelor's degree or five years of experience supporting at the executive level with progressively more responsible duties, or an equivalent combination of education and experience.
Ability to work collaboratively with senior University administrators and foster strong relations within the campus community and with external agencies.
Well-developed administrative, planning, and project-management skills.
Excellent written, oral, and interpersonal communication skills with the ability to work professionally, courteously, and effectively with a wide range of constituencies in a diverse community, including students, staff, faculty, and administrators.
Exceptional organizational and time-management skills, often with multiple simultaneous tasks to effectively prioritize.
Extremely detail-oriented in coordinating activities, balancing workflow, and managing resources.
Demonstrates integrity with a strong work ethic; takes initiative, can anticipate future needs, and can work independently and under minimal supervision.
Ability to use individual discretion and independent judgment to make decisions appropriate for the Audit, Policy and Government offices.
Adherence to confidentiality of sensitive information in accordance with state and federal laws, professional ethics, and University and departmental policies.
This is an in-office position with the possibility of some remote/flexible schedule.
Proficiency with common computer software programs such as Google Suite, Microsoft Office, the internet, and be able to operate standard office equipment.
Knowledge of University structure, policies, and procedures, excellent calendar management skills including the coordination of complex executive meetings.
High degree of self-motivation.
Strong ability to anticipate office needs, plan ahead, and to proactively and strategically meet those needs in a timely manner.
Ability to follow-up on all projects and tasks until successful completion.
Ability to interact effectively with a variety of professionals.
Ability to gather and analyze data, compile information, and prepare reports.
Ability to organize workflow and coordinate activities.
Ability to interpret policies and procedures.
Ability to present and display professional demeanor at all times.
Ability to maintain effective customer relations.
Physical Requirements: light work; standing, walking, talking, hearing, and close visualacuity. Subject to inside environmental conditions. Not substantially exposed to adverse environmental condidtions.
Additional Job Description
Note:
This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.
To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.
Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply. Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.
Time Type RequirementFull timeNote to Applicant:This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.
In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment. Wa ke Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.
