Executive Assistant

Posting Details

Vacancy Number

S01427

Position Title

Executive Assistant

Working Title

Executive Assistant

Competency Level

Journey

Dept/School

Chancellor - 25000

Primary Purpose of Organizational Unit

The Chancellor is the Chief Administrative Officer of the University of North Carolina Wilmington with the responsibility for establishing and maintaining effective planning and management programs and providing leadership to the campus community as it seeks to fulfill its mission of instruction, research and public service. The Chancellor serves as the primary campus spokesperson at the local, state, national and international levels. The mission of the Office of the Chancellor is to provide support services to the chief executive officer of the university. The office coordinates and supports the activities of the University’s Board of Trustees, serves as the liaison between the University General Administration and the UNCW campus, is a point of contact for various constituents groups served by the university, provides internal coordination and leadership in administrative matters.

College

Chancellor - 25000 College

College/School Information

University Information

The University of North Carolina Wilmington, the state’s coastal university, is dedicated to the integration of teaching, mentoring, research and service. Widely acknowledged for its world-class faculty and staff and continuously recognized at a national level for scholarly excellence and affordability, UNCW offers a powerful academic experience that stimulates creative inquiry and critical thinking and a community rich in diversity, inclusion and global perspectives.

A public institution with nearly 18,000 students, UNCW offers a full range of baccalaureate- and graduate-level programs, as well as doctoral degrees in educational leadership, marine biology, nursing practice and psychology; and many distance learning options, including clinical research, an accelerated RN-to- BSN program, an Executive M.B.A. program structured for working professionals, and the nation’s only bachelor’s degree program focused on coastal engineering.

The university’s efforts to advance research and scholarly activities have earned UNCW the elevated designation of “Doctoral Universities: High Research Activity” institution (R2 University) by the Carnegie Classification of Institutions of Higher Education.

UNCW has been part of the University of North Carolina System since 1969.

Location of Workplace

Main UNCW Campus

Brief Summary of Work for this Position

The Executive Assistant provides administrative support to the senior administrative staff in the Chancellor’s office. The position will serve as the first point of contact greeting all visitors, faculty, staff, students, board members, general counsel, community leaders, and dignitaries. This position will also provide direct administrative support for the Chief of Staff including all calendar and appointment management. The Executive Assistant will serve as the main back up for the Chancellor’s Executive Assistant. This position also provides support for all matters related to administration of the Chancellor’s office and the division including the development of procedures for efficient workflow and the monitoring of office operations and procedures to ensure efficiency. In addition, the administrative and operational details of this position require confidentiality and significant program knowledge to respond to questions and assist with issues as they arise. The position will have considerable public contact with high visibility, accountability and consequences of error to provide appropriate information and problem resolution.

Other duties include:

- Manage and document all of Chancellor’s correspondence and communications that come through the office
- Answer and direct incoming calls within the Chancellor’s office and independently apply substantial knowledge of policies, procedures, and protocols to respond to the call and to provide information or refer the call to the appropriate person
- Responsible for general office duties that include distribution of incoming mail, independently preparing correspondence and composing letters, memorandums and documents with sensitive content and editing professional correspondence or other communication for the Chancellor or senior staff
- Independently research, coordinate, utilize, and manipulate information from external or internal sources for reports and documents
- Prepare reimbursements and purchase office items
- Schedule room reservations
- Manage calendars for others in the office

Minimum Education and Experience Requirements

Graduation from high school and three years of progressively responsible administrative/office management experience; or graduation of a two-year secretarial science or business administration program and one year of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on business administration or a related field; or an equivalent combination of training and experience. Degrees must be received from appropriately accredited institutions.

Preferred education, professional skills and experience

- Experience working in an office supporting senior level leadership
- Progressive experience in administrative or business office support for a complex department or organization and university experience
- Experience with Banner systems a plus
- Proficient in Microsoft Office software or comparable
- Strong working knowledge of office management
- Professional communication skills
- Strong understanding of professional writing and editing and strong attention to detail
- A thorough knowledge of the university’s business policies and procedures to provide effective office support
- Ability to handle any situation diplomatically, confidentially and with discretion
- Must demonstrate professional demean and the ability to handle situations with discretion and tact

Required Certifications or licensure

N/A

Recruitment Range

$48,000 - $53,000

FTE

1.0 (40 hours per week)

Months Per Year

12 Months

Work Days

Monday - Friday

Work Hours

8:00AM - 5:00PM

Type of Position

Permanent

Anticipated Ending Date if Time-Limited

Position Number

7785

Job Posting Date

07/28/2021

Posting Close Date

08/12/2021

Number of Openings

Special Notes to Applicants

PLEASE NOTE : This posting will close at 11:59PM (Eastern time) on the posted closing date. To receive full consideration, please be sure you have fully completed the entire application before you apply for this position. Failure to answer all required questions will cause the system to disqualify your application.

For more info/to apply visit http://jobs.uncw.edu. Applications must be submitted through the online application system to be considered.

You will be required to attach a cover letter and resume to successfully apply for this position. To receive full consideration, please be sure you have completed the ‘Work History’ section of the application before you apply for this position.

This position is being recruited at the Journey level. If no applicants apply who meet the required competency and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

EEO Statement

At the University of North Carolina at Wilmington ( UNCW ), our culture reflects our values of inclusion, diversity, globalization, ethics and integrity and innovation and we are committed to providing equality of educational and employment opportunity for all persons without regard to race, sex (such as gender, gender identity, marital status, childbirth, and pregnancy), age, color, national origin (including ethnicity), religion, disability, sexual orientation, political affiliation, veteran status, military service member status, genetic information, or relationship to other university constituents – except where sex, age, or ability represent bona fide educational or occupational qualifications or where marital status is a statutorily established eligibility criterion for State funded employee benefit programs. UNCW believes that embracing the unique contributions of our faculty, staff and students is critical to our success and paramount in being recognized for our global mindset.

Eligibility for Employment

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. UNC Wilmington participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

External Link to Posting

https://jobs.uncw.edu/postings/21381
Applicant Documents
Required Documents

1. Resume
2. Cover Letter
3. List of 3 Professional References

Optional Documents Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * How did you learn of this opportunity with UNC Wilmington (2021)?
   • UNCW Website
   • UNCW Facebook Page
   • UNCW Linkedin Page
   • UNCW Twitter Account
   • UNCW Employee Referral
   • Chronicle of Higher Education
   • Craigslist
   • Diverse Issues in Higher Education
   • Glassdoor
   • Higher Ed Jobs
   • Hispanic Outlook
   • Indeed
   • Inside Higher Ed
   • North Carolina Job Network
   • Women In Higher Education
   • Other