Executive Assistant

Executive Assistant

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Please see Special Instructions for more details.

Applicants are required to upload a list of at least three (3) professional references that includes:

Posting Details

Posting Details

Requisition Number S2706
Position Number 006408
Position Classification Title Executive Assistant
Functional Title Executive Assistant
Position Type Staff
University Information
UNC Greensboro , located in the Piedmont Triad region of North Carolina, is 1 of only 57 doctoral institutions recognized by the Carnegie Foundation for both higher research activity and community engagement . Founded in 1891 and one of the original three UNC System institutions, UNC Greensboro is one of the most diverse universities in the state with 20,000+ students , and 3,000+ faculty and staff members representing 90+ nationalities. With 17 Division I athletic teams , 85 undergraduate degrees in over 125 areas of study, as well as 74 master's and 32 doctoral programs , UNC Greensboro is consistently recognized nationally among the top universities for academic excellence and value , with noted strengths in health and wellness , visual and performing arts, nursing, education, and more. For additional information, please visit uncg.edu and follow UNCG on Facebook , Twitter , and Instagram .
Primary Purpose of the Organizational Unit
The Division of Student Affairs encourages students to be engaged citizens through enriching their personal and professional development in a diverse and inclusive community of care.
Student Affairs goals include:

• Collaborating to create a vibrant student-centered environment support student learning, engagement, service, and leadership while preparing students to contribute to a global society.
• Create a culture of care and support for all students which empowers them to take an active and influential role in their collegiate experience.
• Cultivate opportunities to enrich the student experience and the University's rich traditions in celebration of diversity, service, life-long learning and Spartan Pride.
• Serve as wise stewards of University resources.
  Position Summary
  The primary purpose of the position is to provide administrative support to the Vice Chancellor and two Associate Vice Chancellors. In addition, it is expected this position will provide support as needed to the staff in the Office of the Vice Chancellor and manage the front office and day to day duties associated with assisting, greeting guests, and planning of various divisional activities.
  Minimum Qualifications

HIGH SCHOOL DIPLOMA OR EQUIVALENCY AND THREE YEARS OF PROGRESSIVELY RESPONSIBLE ADMINISTRATIVE/OFFICE MANAGEMENT EXPERIENCE; OR GRADUATION OR 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.
Additional Required Certifications, Licensures, and Certificates
Preferred Qualifications
Alternate Option
If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Special Instructions to Applicants
Applicants are required to upload a list of at least three (3) professional references that includes:

Recruitment Range $41,415 - $43,595
Org #-Department Student Affairs - 44501
Work Hours of Position Monday-Friday, 8AM - 5PM
Number of Months per Year 12
Posting Requirements
Job Family Administrative & Managerial
Career Banded Title Executive Assistant
Open Date 09/21/2023
Close Date 10/12/2023
FTE 1.000
FLSA Non-Exempt
If other, please indicate
If time-limited, please specify end date for appointment.
Salary Grade Equivalency

Key Responsibilities

Key Responsibility
Receptionist
Essential Tasks

• Independently directs workflow for the Division Office staff including setting standards for visitor and guest services, monitoring calendars, making referrals to relevant departments within Student Affairs and the University and executing administrative processes.
• Must have knowledge of the functions of the departments within Student Affairs and other key departments on campus.
• Coordinates the enforcement of applicable University and departmental rules and guidelines in conjunction with other members of the administrative operations staff.
• Manages the front desk, serves as primary office coverage and is responsible for being professional and respond with a high level of accuracy and sensitively in acknowledging all visitors in person and on the phone.
• Maintains view of office staff calendars for purpose of assisting visitors troubleshooting.
• Responds by email to inquiries directing parties to the appropriate policy or staff member.

Key Responsibility
Business Functions
Essential Tasks

• Processes and monitors the Division travel and communicates with the Business Officer regarding reimbursement issues.
• Serves as time entry proxy, P-Card holder for the Division office and is responsible for staying abreast of changes affecting purchases and regulations.
• Processes BAN-FIN forms, employee reimbursements, and submits Telephone Services and Facilities work orders for the Division Office.
• Maintains and tracks inventory of office supplies and equipment.
• Assists with and serves as a resource for student assistants in the day to day office operations.

Key Responsibility
Assistant to Vice Chancellor and Associate Vice Chancellors
Essential Tasks

• Assistant to Vice Chancellor and Associate Vice Chancellors -
• Manages and monitors complex calendars for the Vice Chancellor and two Associate Vice Chancellors. Independently prioritizes competing demands for scheduling, prepares and distributes materials, schedules rooms and audiovisual equipment and catering. Anticipates consistently evolving scheduling. Completes all travel arrangements for the VC and AVCs.
• Oversees and manages departmental and university wide requests for the VC and AVC's attendance at events.
• Communicates regularly with the Chancellor's Office, Provost's Office, university constituents and Division directors on project and data requests. Communicates regularly with and serves as a resource for all direct reports of the VC and AVCs.
• Anticipates and manages the filing management needs of the VC.
• Maintains committee Division membership rosters and ongoing communication with committee chairs.
• Drafts correspondence on behalf of the VC when directed. Responds to email and phone requests for the VC and AVCs as needed using independent discretion. Independently processes and directs confidential messages from Chancellor, Provost, university constituents and parents to the VC and AVCs for Student Affairs.
• Independently reviews and edits confidential/sensitive documents concerning students, parents, employees, and other constituents at the university. Serves as first point of contact and triage for student, parent and University administrator concerns and escalates when appropriate.
• Requires an extensive knowledge and understanding of the division and university staff and resources, university policies, systems and culture. Utilizes campus relationships and networking.

Key Responsibility
Event Coordination
Essential Tasks

• Works with senior leadership to assist with the planning for and execution of events such as quarterly all-staff meetings, campus speakers and presentations, special programs, etc. Responsible for coordinating with internal and external vendors for services, quotes, payments, and event details.
• Also responsible for notifying and scheduling the appropriate event audience as well as event space setup and breakdown.

Competency

Competency Interpersonal skills
Competency Description

• Manages access to administrator by screening calls and visitors to determine appropriate course of action.
• Serves as a liaison, with delegated authority, between administrator and subordinate units by relaying instructions and information and following commitments through to completion.
• Interacts and communicates with a strong degree of judgment and discretion.

Competency Level Contributing
Competency Knowledge -Program
Competency Description

• Demonstrates significant knowledge of the goals, priorities, and commitments of the administrator and operational structure.
• Demonstrates considerable knowledge of the programs and culture of the organization.
• Applies knowledge of strategic goals, organizational practices, and critical polices, laws, rules, and regulations that impact the mission of the organization.
• Work requires an awareness of internal and external constituents and organizations with which the administrator's commitments must be coordinated.

Competency Level Journey
Competency Problem Solving
Competency Description

• Identifies and resolves problems that would not require administrator's direct involvement.
• Problems are addressed in accordance with priorities, policies, commitments, and program goals of the administrator.
• Researches and makes recommendations for unusual and novel situations.

Competency Level Contributing
Competency Information/Records Administration
Competency Description

• Manages and monitors a variety of information impacting the administrator's responsibilities. Researches information to support conclusions and recommendations.
• Establishes and maintains paper and electronic files and records for the administrator.

Competency Level Contributing
Competency Planning and Organizing
Competency Description

• Maintains administrator's calendar, schedules appointments without prior approval based on knowledge of administrator's responsibilities and issues of importance.
• Locates and assembles information for various reports, briefings, and conferences.
• Makes travel arrangements.

Competency Level Contributing
Competency Communication-Written
Competency Description

• Independently researches, develops and drafts letters, memos, or reports to communicate the administrator's decisions, ideas, and agenda.

Competency Level Contributing

ADA Checklist

ADA Checklist

"R" for Rare (0-30%), "O" for Occasional (30-60%), "F" for Frequent (60-90%), "C" for Constant (90-100%)
Physical Effort Hand Movement-Repetitive Motions - R, Hand Movement-Grasping - O, Holding - O, Finger Dexterity - F, Reading - F, Writing - F, Eye-hand coordination - F, Hearing - F, Talking - F, Standing - O, Sitting - O, Walking - O, Lifting-0-30 lbs. - R
Work Environment Inside - C

Applicant Documents

Required Documents

Optional Documents

Posting Specific Questions