Executive Assistant

Posting Details

Posting Details

​Benefits of Working at UNCW

Want to become a soaring UNCW Seahawk and work at one of the best universities on the East Coast? Want to put your toes in the sand after a day of work? The University of North Carolina Wilmington offers a wonderfully vibrant university community along with a beautiful location just miles from the beach.

Employees of UNCW are provided a comprehensive benefits package as well as other programs, resources, policies, and practices that help to support a work/life balance. Our programs have been designed to provide a variety of choices to best fit your needs and the needs of your family. Full time employees are eligible for dental, vision and health insurance plans. Health insurance benefit plans eligibility begins on the first of the month following date of hire. Retirement plan contributions begin on the eligibility date following election and include employer contributions for either a defined contribution or a defined benefit plan. Optional disability plans are also available.

Full time employees are also eligible for the tuition waiver program which covers the cost of tuition and fees for up to three (3) undergraduate or graduate courses per academic year at UNCW or any other university within the UNC System. In addition, UNCW covers the cost of tuition and fees for one UNCW course each summer session.

As a full time employee, UNCW also offers a free membership to the Campus Recreation Center, free vaccine and booster shots offered on campus, meditation and yoga sessions, voluntary supplemental insurance coverages, pretax flexible spending accounts, 12 paid holidays, 24 hours of paid community service leave time, paid vacation and sick leave accrual and family medical leave after 12 months of continuous service.

We also offer an abundance of training and development programs through our Dare to Learn Academy , Skillport , and the employee assistance program , many of which are offered free of charge.

Recruitment Range

$39,236-$46,696

Vacancy Number

S02082

Position Title

Executive Assistant

Working Title

Executive Assistant

Competency Level

Contributing

Dept/School

Watson College of Education - Associate Dean's Office - 31401

Primary Purpose of Organizational Unit

The Watson College of Education Office of Academic Affairs, Program Support, and Student Success is committed to supporting the College’s mission to develop knowledgeable and proficient education professionals dedicated to improving schools and society. Academic Affairs, Program Support, and Student Success ( APS ) consist of four separate but integrated units: Assessment, Accreditation, and Data Operations ( AADO ); Educational Technology ( ETU ); Recruitment; and Student Advising.

Our teams meet the needs of the WCE faculty, staff, and public-school partners by facilitating interactions, providing informational resources, supporting academic program functions, and implementing processes to navigate institutional policies and procedures. APS serves both graduate and undergraduate students. Student’s needs are met through assistance with admissions, academic advising, scholarships, and navigating the complex institutional and professional structures associated with education broadly.

College

Watson College of Education - 31400 College

College/School Information

The Watson College of Education ( WCE ) (www.uncw.edu/ed) is a rapidly growing college with over 65 tenure-track faculty members working in undergraduate and master’s programs in the Department of Early Childhood, Elementary, Middle, Literacy and Special Education and the Department of Instructional Technology, Foundations and Secondary Education, and master’s and doctoral programs in the Department of Educational Leadership. It offers several international study programs, a newly developed laboratory school, and maintains partnerships with numerous school districts, community colleges, and colleges/universities in the region.

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 is the primary assistant to the Associate Dean for Academic Affairs, Program Support, and Student Success at the Watson College of Education. The Executive Assistant is a key member of the Office of Academic Affairs, Program Support, and Student Success ( APS ). This position is responsible for the central coordination of all activities for the Associate Dean and helps the Associate Dean execute the priorities of APS, units within APS, and academic programs within the college to ensure all priorities are implemented. The Executive Assistant will serve as the Associate Dean’s liaison to internal and external stakeholders, communicating with key University units, collegiate administrators, faculty, staff, and students and assisting in relationship building with the same.

The Executive Assistant must be effective in planning, prioritizing, and executing tasks in a timely manner. They must exhibit skills in building and maintaining strong relationships both internally and externally, as well as ensuring the discretion necessary to handle confidential and sensitive information. The ideal candidate is both approachable and respectful, comfortable with new technology, virtual meeting platforms, and scheduling systems, and takes initiative when faced with administrative decisions. The Executive Assistant works on special projects as assigned and is responsible for the administration coordination, management, and completion of significant functions of the APS Office, such as:

• Work collaboratively with diverse faculty, staff, and students across program areas.
• Advance equity and inclusion practices in all aspects of the work of the APS Office.
• Maintain calendar and appointment scheduling and work with the Associate Dean to effectively manage time.
• Maintain comprehensive and accurate records.
• Organize meetings and events, including scheduling, sending reminders, and organizing catering when necessary.
• Serve on special projects and committees, or act as manager or department representative.
• Serve as Banner Report designee for the Associate Dean’s office.
• Manage curriculum change process and serve as WCE Curriculog Superuser.
• Coordinate academic course scheduling.
• Administer student admission processes.
• Maintain academic catalog and webpage for APS .
• Manage processes and information related to student performance tracking, faculty teaching load, and faculty research productivity.
• Coordinate scholarship processes, notification preparation, and fund awards.
• Manage graduate assistants hiring processes and assignments.
• Coordinate program coordinator contracts and assignments.
• Other academic processes and procedures are critical for ensuring the success of our academic programs and our students.

This position will also understand and accurately communicate the organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed and will be engaged in problem-solving activities for all stakeholders. This position is expected to understand and communicate the mission and vision of the Watson College of Education, promote diversity, serve as a mentor and role model for appropriate performance, and maintain the College’s standards of integrity, internal controls, and compliance with University Policy.

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 three years 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

The successful candidate that meets one of the following education and experience requirements will receive preference in the selection process.

• Bachelor’s degree, preferably in Business Administration, Communications, or a related discipline
• Associate’s degree in Secretarial Science, Business Administration, or a related discipline, and one year of progressively responsible administrative/office management experience; or
• High School diploma or equivalency and three years of progressively responsible administrative/office management experience
• All degrees must be received from appropriately accredited institutions
• Fundamental knowledge and understanding of the organizational structure of an institute of higher education
• Working knowledge of office practices and methods
• Excellent oral, written, and communication skills, i.e., the ability to communicate effectively, verbally, and through written correspondence, as well as in communicating with individuals in one-on-one situations
• Ability to organize work effectively, prioritize objectives, and make substantive decisions quickly
• Experience and familiarity with using various office technologies, as well as Microsoft Office Suite, Microsoft Teams, and Zoom
• Willingness to learn and use university systems such as Chrome River, Purchasing Card guidelines, and Banner/ SSRS Reporting
• Experience in leave-keeping, supervision, and public relations
• Possessing strong leadership skills with the ability to independently initiate and successfully complete all tasks without being prompted and to communicate the work status.
• Ability to anticipate, understand, plan, coordinate and direct a wide range of tasks with specific expectations and deadlines
• Ability to anticipate and independently resolve inevitable schedule conflicts that arise between regularly scheduled, “standing” meetings and emerging concerns that require the Associate Dean’s immediate attention
• Fundamental knowledge and understanding of the organizational structure of an institute of higher education
• Working knowledge of office practices and methods
• Excellent oral, written, and communication skills, i.e., the ability to communicate effectively, verbally, and through written correspondence, as well as in communicating with individuals in one-on-one situations
• Ability to organize work effectively, prioritize objectives, and make substantive decisions quickly
• Experience and familiarity with using various office technologies, as well as Microsoft Office Suite, Microsoft Teams, and Zoom
• Willingness to learn and use university systems such as Chrome River, Purchasing Card guidelines, and Banner/ SSRS Reporting
• Experience in leave keeping, supervision, and public relations
• Possessing strong leadership skills with the ability to independently initiate and successfully complete all tasks without being prompted and to communicate the work status
• Ability to anticipate, understand, plan, coordinate and direct a wide range of tasks with specific expectations and deadlines
• Ability to anticipate and independently resolve inevitable schedule conflicts that arise between regularly scheduled, “standing” meetings and emerging concerns that require the Associate Dean’s immediate attention

Required Certifications or licensure

N/A

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

1269

Job Posting Date

01/26/2023

Posting Close Date

02/14/2023

Number of Openings

Single Incumbent

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, including the ‘Work History’ section, before you apply for this position. Failure to answer all required questions will cause the system to disqualify your application. Applications must be submitted through the online application system to be considered.

Applicants are required to attach a cover letter and resume to successfully apply for this position. In the cover letter, you should speak specifically to the ways your professional knowledge, skills, and experience

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/27383
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 UNCW? (2023)
   • UNCW Website
   • UNCW LinkedIn Page
   • UNCW Twitter Account
   • UNCW Employee Referral
   • UNCW Instagram Account (UNCW_jobs)
   • UNCW Job Alert
   • Chronicle of Higher Education
   • Diverse Issues in Higher Education
   • Glassdoor
   • Higher Ed Jobs
   • Hispanic Outlook
   • Indeed
   • Inside Higher Ed
   • North Carolina Job Network
   • Women in Higher Education
   • Craigslist
   • Other