Winston Salem, NC
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Job Description Summary
Under indirect supervision and working independently, the Special Projects Coordinator will serve in a variety of capacities supporting the Vice President of Finance, Strategy, and Planning. This position directly supports the operational activities of multiple internal and external committees, and exercises discretion and independent judgment by managing projects necessary to support the administrators of these committees.
Acts as a Project Manager, coordinates and serves as a catalyst for other high priority projects and initiatives; oversees the coordination of details and ensures timely completion.
Assists with long-range and ongoing planning, preparation for, and execution of in-person and virtual board and committee meetings, briefings, orientation, and special and ad hoc committee meetings.
Provides direct operational support for the four University Committees which are staffed by members of Finance, Strategy, and Planning.
Assists with preparation, assembly, and distribution of electronic and printed materials to committee members and administrators including posting and management of materials to the online electronic board portal (Diligent Boards).
Plans, organizes, and attends Finance sponsored meetings, including but not limited to Senior Business Manager and Business Manager meetings, as requested, including administering logistical needs for meetings, and other events including agenda development, maintaining meeting minutes, space reservations, catering, coordinating presentations and accompanying AV needs, creating, and distributing handouts, addressing on-site needs, and liaising with stakeholders and participants.
General Administrative Functions:
Drafts memoranda, letters, emails, presentations and other communications.
Works directly with Vice President and relevant Associate Vice Presidents to plan and develop meeting materials, coordination of materials across committees, and meeting all legal deadlines.
Schedules and coordinates appointments, meetings, and other events.
Required Education, Knowledge, Skills, Abilities
Bachelor’s degree and minimum of two years related experience, or an equivalent combination of education and experience. Experience in higher education, business, or accounting preferred.
Strong interpersonal and communication skills and the ability to work effectively and develop relationships with a wide range of constituencies in a diverse community.
Demonstrated ability to understand and maintain strict confidentiality of information and perform a wide range of duties that require tact, sensitivity, independent judgement, diplomacy, and organizational skills, flexibility, and discretion.
Exceptional project management skills, to include the ability to plan, organize, and lead multiple, concurrent initiatives simultaneously and to meet project needs proactively and strategically in a timely manner until their successful completion.
Excellent verbal and written communication (superior grammar, composition, editing, and proofreading) skills; strong interpersonal skills; professional demeanor; exceptional attention to detail.
Ability to think critically and anticipate problems, critical issues, and opportunities as they arise and advise accordingly.
High degree of self-motivation and ability to thrive in a complex and dynamic environment. Ability to anticipate office needs, plan ahead, and proactively meet needs in a timely manner.
Strong organizational skills, demonstrated ability to organize and track workflow, prioritize, coordinate, and manage multiple activities, schedules, and projects (both own and supervisors’) in a timely manner, and follow up on projects and tasks through successful completion.
Highly proficient in Microsoft Word, Outlook, Excel, and PowerPoint; Google Suite, Adobe Acrobat, Windows, the Internet, Zoom, WebEx, and other relevant software; knowledge of Diligent Boards, and Workday software preferred. Experience in effectively creating documents, reports and presentations. Ability to adjust to new and changing computer systems, to operate standard office equipment, and to update skills on a continual basis.
Work requires contact with university staff, faculty, governing board members, and others. Ability to interact independently and effectively with a variety of professionals, both internally and externally on time-sensitive and confidential matters.
Ability to work independently and with minimal instruction, and to exercise appropriate judgment and discretion.
Hybrid work schedule available
Responsible for own work only.
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.
New employees who are hired into positions posted prior to September 13, 2021, offers of employment made to new employees prior to that date, and employees for positions at Graylyn Conference Center are generally exempt from the vaccination requirement unless the employee’s position is otherwise subject to a vaccination requirement due to the essential components of the position as described in Policy.
Time Type Requirement
Note 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.
Wake 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.