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

$48,454-$53,837

Vacancy Number

S02126

Position Title

Executive Assistant

Working Title

Executive Assistant

Competency Level

Journey

Dept/School

Institutional Diversity - 30300

Primary Purpose of Organizational Unit

The Office of Institutional Diversity and Inclusion provides campus-wide support for diversity, equity, and inclusion initiatives. The unit provides professional development for students, faculty, staff, and community partners. The unit collaborates with other offices on campus to determine the strategic direction for diversity, equity, and inclusion initiatives. Diversity is a core value of the institution. As such, the OIDI unit provides support to all students, particularly underrepresented populations. Although the work of the office touches all units on campus, much of the work focuses on recruitment and retention, support services, and programming. In addition, the staff provides key expertise on the development of university, divisional, and departmental diversity, equity, and inclusion policies.

College

Institutional Diversity - 30300 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 high-level executive support and management services for the Chief Diversity Officer( CDO ). The position will serve as the office manager for the Diversity Office and support the CDO with administrative support, including managing the CDO’s calendar, travel, and correspondence, attending meetings for the CDO, collaborating with other professionals, creating office processes to archive documentation, establishing processes to manage the workflow of the office, and establishing unit policies and procedures in consultation with the other staff. Demonstrates significant knowledge of a senior administrator’s goals, priorities, and commitments with subordinate units and various programs. Uses judgment and independence to make changes to schedules based on significant knowledge of priorities and issues. Prioritizes and negotiates organizational needs regarding meetings, timeframes, and deadlines. Serves as a liaison and project coordinator between administrator, subordinate units, and external contacts. Exercises delegated authority to speak on behalf of the administrator regarding a variety of sensitive administrative and programmatic matters. Analyzes and resolves unusual and novel situations based on significant knowledge of the administrator’s priorities and delegated authority. Independently researches information, integrates it into reports and develops scripts used by the administrator that affect objectives. Takes initiative in schedule management and workflow to resolve potential scheduling conflicts and develop office processes. May manage budget and allocation of funds.

The Executive Assistant must be able to autonomously:

• Prioritize organizational needs regarding meetings, timeframes, and deadlines. Exercise delegated authority to speak on behalf of the administrator regarding a variety of administrative and programmatic matters.
• Anticipate the needs of administrators based on schedules, upcoming meetings, and the changing environment of the University.
• Demonstrate significant knowledge of the administrator and subordinate units’ goals, priorities, and commitments. Demonstrate considerable knowledge of the programs and culture of the organization. Apply knowledge of strategic goals, practices, and critical policies, laws, rules, and regulations that impact the mission of the organization. Work requires a thorough understanding of internal and external constituents and organizations with which the administrator’s commitments must be coordinated.
• Analyze and resolve unusual and novel situations based on significant knowledge of the administrator’s priorities and delegated authority. Exercise independent judgment and understand the impact of the decisions on the administrators’ role and commitments. Ability to coordinate and facilitate solutions with internal and external organizations and constituents within delegated authority from the administrator.
• Use judgment and independence to make changes to schedules and matters of the administrator. Attend administrator’s meetings to stay abreast of and prioritize issues. Track and monitor pending issues for follow-up and independently develops agenda for future meetings. Organize and assimilate documents for agency/university boards, hearings, and/or commission meetings.
• Serve as a backup business officer in the temporary absence of the primary business officer with uShop purchases, independent contractors, FLAC, EPAF, and overtime payments.
• Independently assimilate and compose materials and speeches for the administrator to use in a variety of settings (i.e., publications, websites, etc.). Edit documents to incorporate the administrator’s personal style.
• Independently research information affecting organizational goals and objectives and the administrator’s decision-making needs. Interpret and summarize information based on program knowledge, organizational goals, and priorities.
• Research and record information from external or internal resources for report generation and document creation.
• Address inquiries from faculty, staff, and other internal and external constituents.
• Complete research and “fact-finding.”
• Generate documents, reports, and data representations.
• Complete work tasks with the appropriate levels of discretion to protect sensitive and/or confidential information.
• Provide support for activities (e.g., website management, events, training, production of written materials, maintenance of a resource center, etc.) associated with the administrator’s role.
• Responsible for greeting and welcoming guests, receiving and delivering outgoing mail, answering calls, and directing as needed.

Minimum Education and Experience Requirements

High school diploma or equivalency and three years of progressively responsible administrative/office management experience; 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.

Preferred education, professional skills and experience

Bachelor’s degree in Secretarial Science, Business Administration, or a related discipline and three years 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.

Required Certifications or licensure

None

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

7906

Job Posting Date

03/03/2023

Posting Close Date

03/28/2023

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.

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/27857
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