Administrative Assistant, Program for Leadership and Character at Wake Forest University

Posted in Other 10 days ago.

Location: Winston-Salem, North Carolina

Job Description:

Job location: Winston Salem, NC

Employment Type: Full-time
Posted data: 2021-10-05
Req: R0003918
Please note:

  • Additional documentation must be added at the bottom of the third screen under the "My Experience."

  • Internal candidates must apply via the internal career portal. Do not proceed with your application from this website.

  • DO NOT complete the application without the required attachments as you will be unable to edit your application.

** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.
Job Description SummaryThe Program for Leadership and Character at Wake Forest University seeks a diligent, detail-oriented, conscientious, and collaborative colleague to serve as an Administrative Assistant. The Administrative Assistant will coordinate day-to-day operations of the Program, provide extensive administrative, logistical, and programmatic support, and be a welcoming presence to students and visitors.

Wake Forest University is a private, coeducational institution dedicated to academic excellence in liberal arts, graduate and professional education. Located in Winston-Salem, NC ("The City of Arts and Innovation"), the University is ranked among the top thirty national universities by U.S. News and World Report. The University has a deep institutional commitment to public service and engagement with the world, as indicated by the motto Pro Humanitate (for humanity), which encourages students to develop the qualities of human character needed to serve humanity. With the aim to educate the whole person, the University has established an innovative Program for Leadership and Character that plans creative, liberal arts-based programming to help students develop the virtues of character needed to lead in an increasingly complex world. The program is based on cutting-edge academic research on leadership and character, including research conducted by Wake Forest faculty who are among the world's leading experts on the study of character. The program has established a partnership with the Oxford Character Project and has been profiled as a model for how universities can educate character. For more on the Program for Leadership and Character, see

Applicants should apply on-line including a cover letter explaining why you are interested in the position and what experiences prepare you for it, a resume or curriculum vita, and contact information for three references. The position is open and available to be filled immediately. Applications will be processed from October 18th, 2021 until the position is filled.
Job Description

Essential Functions:

  • Manages the office and coordinates the day-to-day operations of the program.

  • Coordinates logistical details of all programming, including booking space, arranging catering, managing travel, and providing materials.

  • Provides administrative and staff support for program events, workshops, and conferences.

  • Welcomes visitors in a warm and professional manner and serves as the first point of contact for students, prospective students, parents, faculty, staff, alumni, and other guests.

  • Answers and screens telephone calls; sets up and monitors conference calls; takes messages and replies to questions regarding programs, office procedures, and policies.

  • Maintains the calendar of the Executive Director and conference room.

  • Organizes the travel schedule for program staff, including arranging transportation, lodging, and other travel needs; determines best itineraries with possible conflicting requests.

  • Coordinates travel, accommodation, and reimbursements for visiting speakers and conferences.

  • Provides clerical and administrative support, including processing of incoming and outgoing materials, data entry, filing, copying, scanning, and mailings, with careful attention to detail.

  • Assists the Program Manager with purchases, reimbursements, and administrative and financial reports.

  • 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.

  • Communicates effectively with all program staff and stakeholders.

  • Serves as a liaison between various campus offices and departments.

  • Coordinates facility work orders and monitors department spaces to be sure all rooms and equipment are functional and organized.

  • Orders and maintains inventory of necessary office supplies.

  • Performs research and analysis as needed.

  • Performs basic office tasks and administrative duties as needed.

Required Education, Knowledge, Skills, Abilities:

  • Associate's degree, plus three to five years of administrative experience, or an equivalent combination of education and experience.

  • Commitment to educating the whole person and supporting the mission of the Program for Leadership and Character.

  • Excellent organizational and administrative skills, with accuracy and attention to detail.

  • Strong moral character, good judgment, and a strong work ethic.

  • Strong written, verbal, 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.

  • Demonstrated ability to:

    • Perform basic administrative tasks.

    • Use discretion in managing confidential information, make administrative and procedural decisions, and formulate independent judgments.

    • Efficiently and effectively solve problems.

    • Exercise sound judgment in determining when to seek assistance from program leadership or colleagues.

    • Take initiative, anticipate future needs, and work independently with minimum supervision.

    • Collect, analyze, and communicate information for multiple projects and reports.

    • Organize office workflow and prioritize work assignments.

    • Research and resolve office management problems and questions.

    • Set priorities and manage time and resources.

    • Positively influence colleagues and develop collaborative relationships with a wide range of people.

  • Proficiency with common computer software programs such as Google Suite, Microsoft Office, the internet, and be able to operate standard office equipment. Proficiency in or willingness to learn Workday.

  • Knowledge and understanding of academic cultures, rules, and regulations or ability to acquire knowledge in a short period of time.

  • Ability to represent the Program and University in a professional manner.

  • Openness to feedback and a commitment to personal and professional growth.

  • Ability to work occasional weekend or evening hours as needed.

Preferred Education, Knowledge, Skills, Abilities:

  • Bachelor's degree, with two years of related experience or an equivalent combination of education and experience.

  • Experience working in a higher education setting.

  • Familiarity with the Wake Forest University budget system, Workday, and/or financial and accounting procedures.

Additional Job Description

Wake Forest University requires proof of full vaccination with an FDA approved or authorized COVID-19 vaccine for all positions posted on or after September 13, 2021. Wake Forest University requires that you provide satisfactory proof of full vaccination status to Human Resources within three days of your hire date. You must also maintain full COVID-19 vaccination status, as classified by the CDC, during your employment at Wake Forest University.

Consistent with federal, state and local law, Wake Forest University will consider accommodations for disability- and religious-based reasons unless providing an accommodation would result in an undue hardship to the University.

If you seek an accommodation from the vaccination requirement for disability- or religious-based reasons, you should contact Human Resources.

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.

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.

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