Executive Assistant

Posting Details

Vacancy Number

S01528

Position Title

Executive Assistant

Working Title

Executive Assistant

Competency Level

Contributing

Dept/School

Enrollment Affairs Admin - 30100

Primary Purpose of Organizational Unit

The Student Engagement, Enrollment, and Retention Functional Area is one of eight primary functional areas within the Division of Academic Affairs that develop and enact polices, processes and programs that advance UNCW’s academic mission through the support of the Colleges and other divisions of the institution. This functional area supports the recruitment and enrollment of students; works with other areas on marketing and branding activities to achieve enrollment targets; coordinates advising through University College; manages the activities of the Registrar; handles all financial aid and scholarship activities of the university; conducts admissions application review for undergraduate programs and assists in application processing for graduate students; and, oversees retention efforts for the university, partnering with the Division of Student Affairs as needed.

Responsibilities for the offices within this functional area are as follows -

The Office of Admissions is responsible for marketing and recruiting prospective students to UNCW and processing applications for prospective students. This office works in collaboration with academic colleges and other units across the institution to ensure that student recruitment is grounded in UNCW’s values and accurately represents UNCW’s

The Office of the Registrar supports student success by maintaining the integrity, accuracy, and privacy of official academic records. This office provides technical expertise to faculty and program leaders to navigate the curricular process and student registration processes.

The Office of Scholarships and Financial Aid assists students in the process of securing the resources necessary to afford their college education. The office is committed to providing excellent customer service, timely delivery of information and sensitivity to individual financial concerns.

The University College (UC) is the academic home of all undergraduate students without a declared major. The UC team provides academic advising, student coaching, retention support, and other student success efforts to ensure that UNCW students are well supported as they enter and grow affinity for UNCW .

The Office of Military Affairs supports the academic journey for UNCW’s military affiliated students. This office is committed to recruiting and supporting veterans, active-duty service members, reservists, national guard members, and military/veteran family members from all branches of military service.

College

Enrollment Affairs Admin - 30100 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 support and assistance to the Associate Provost for Student Engagement, Enrollment and Retention including three areas: program, technical, and administrative.

Program assistance includes:

• Coordination of day-to-day activities that are required for each program including report preparation, assistance to areas reporting to APSEER, including University Registrar, Director of Admissions, Director of Scholarships and Financial Aid, Director of Military Affairs, Director of University College, Assistant Director Student Athlete Support Services and others as directed, and Outlook calendar scheduling.

Technical assistance includes

• Consistently, clearly, and accurately completing specific projects and ongoing assignments through the use of Banner, Microsoft Office Suite, SharePoint, Cascade, Adobe, HR Online, People Admin, and other university systems.

Administrative duties include but are not limited to:

• Assisting with project management
• Providing communication support to the APSEER in developing and drafting letters, memos, or reports to convey the administrator’s decisions, ideas, and agendas
• Partnering with the APSEER in maintaining the office budget, including purchasing and travel requests within SEER, PACS card, journal entries, department fund maintenance, personnel transactions, and interpretation and enforcement of university policy.
• Preparing APSEER travel authorizations and reconciliation including those for reporting areas and external guests
• Maintaining and updating APSEER related web pages
• Scheduling and attending regular meetings including preparing and distributing meeting notes.

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 in support of senior administration and significant interaction with university administrators, faculty, staff, state agencies, and general public
• Interpersonal and communication (written and verbal) skills
• Experience with Banner or a similar program
• Working knowledge of a university business environment and business acumen
• Knowledge of the following software/programs: Microsoft Office including (Word, excel, PowerPoint,) Contribute, SharePoint.
• Knowledge of the undergraduate student experience and a commitment to helping all students succeed at UNCW

Required Certifications or licensure

No required certifications

Recruitment Range

$38,000 - $43,595

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

8203

Job Posting Date

11/02/2021

Posting Close Date

12/03/2021

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 submit 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.

Please provide a cover letter and resume that describes the work experience that will support you being successful in this role. Two or more professional references are required.

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/22380
Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. List of 3 Professional References

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