Executive Assistant & Operations Coordinator

High School diploma or equivalency and three years of progressively responsible administrative/office management experience; or graduation with an associate’s degree in Secretarial Science, Business Administration, or a related discipline and one year of progressively responsible administrative/office management experience; or bachelor’s degree, preferably in Business Administration or a related discipline; or equivalent combination of training and experience..All degrees must be received from appropriately accredited institutions.

• Executive Calendar & Priority Management: Manage the University Registrar’s calendar, appointments, meetings, and travel; use judgment to prioritize requests, address scheduling conflicts, and coordinate adjustments based on established priorities and commitments.
• Meeting & Executive Coordination: Coordinate meetings involving university leadership, faculty, staff, and external partners, including scheduling, logistics, preparation of materials, agendas, and follow-up on commitments and action items. ·
• Commencement & Event Coordination: Coordinate assigned commencement activities, office events, retreats, and other recurring or special activities, ensuring timelines, logistics, materials, and stakeholder needs are addressed. ·
• Operational & Special Project Coordination: Coordinate administrative and operational projects assigned by the University Registrar, including timelines, deliverables, stakeholder communication, documentation, and follow-up to support timely completion.

• Budget Administration & Monitoring: Administer and monitor the Office of the Registrar’s budget and fiscal activities, including expenditures, available balances, commitments, and other financial activity; provide budget information to the University Registrar to support planning and decision-making. ·
• Purchasing & Fiscal Transactions: Coordinate purchasing, invoices, procurement documentation, travel reimbursements, and other fiscal transactions; ensure required documentation is complete, accurate, timely, and consistent with University policies and procedures. ·
• Reconciliation & Issue Resolution: Reconcile fiscal transactions and records, identify discrepancies, research issues, and coordinate appropriate resolution with University financial and administrative offices. ·
• Budget Planning Support: Track expenditures and commitments, identify routine fiscal and operational needs, and provide information and recommendations to the University Registrar regarding the use of available resources.

• Executive Liaison: Serve as a primary administrative liaison for the University Registrar with university leadership, faculty, staff, students, vendors, and external partners; communicate information and coordinate appropriate follow-up within delegated authority. ·
• Executive Communications: Prepare and coordinate correspondence, meeting materials, reports, presentations, and other communications for the University Registrar; gather and organize information and ensure materials are accurate, complete, and appropriate for the intended audience. ·
• Relationship Management: Establish and maintain effective working relationships across organizational levels to facilitate communication, coordinate activities, and support the priorities and commitments of the University Registrar. ·
• Sensitive & Confidential Matters: Receive and respond to sensitive or confidential inquiries with discretion and sound judgment; determine appropriate routing, response, or escalation based on established priorities and delegated authority.

• Issue Assessment & Resolution: Analyze administrative and operational issues, determine appropriate courses of action within established policies and delegated authority, and coordinate resolution with appropriate University offices and partners. ·
• Executive Support & Escalation: Evaluate incoming requests, issues, and competing priorities to determine what can be addressed independently, what should be referred to another office, and what requires the University Registrar’s attention. ·
• Research & Recommendations: Research unusual or non-routine situations, gather and evaluate relevant information, identify available options, and recommend appropriate solutions or next steps. ·
• Operational Judgment: Exercise independent judgment and discretion in addressing sensitive, time-sensitive, or complex administrative matters and consider the impact of decisions on the University Registrar’s priorities and commitments.

• Executive Records Administration: Maintain executive and administrative records for the University Registrar, including correspondence, meeting materials, reports, fiscal documentation, and other official office records. ·
• Confidential Information Management: Maintain sensitive and confidential information using appropriate discretion, access controls, and handling practices consistent with University requirements. ·
• Information Management & Retrieval: Maintain organized processes for collecting, tracking, storing, and retrieving information needed to support executive activities, office operations, projects, and follow-up. ·
• Research & Documentation: Independently research, compile, interpret, and summarize information needed for meetings, reports, projects, and the University Registrar’s decision-making; ensure information is accurate, complete, and accessible.

• Accrued Vacation and Sick Leave for Eligible Employees
• Community Service Leave
• Aetna – State Health Benefits of North Carolina
• NCFlex – Vision, Dental, Flexible Spending Account, Life Insurance and more
• 12 Paid Holidays
• Teachers and State Employees Retirement System (TSERS)
• Optional Supplemental Plans – 401k, 403b, 457b and 457
• Employee Assistance Program (EAP)
• Campus Recreation Center Discount
• University Bookstore Discount
• and more