Executive Assistant Jobs Vacancy in Unc Charlotte Charlotte
Unc Charlotte Charlotte urgently required following position for Executive Assistant. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.
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Executive Assistant Jobs Vacancy in Unc Charlotte Charlotte Jobs Details:
Vacancy Open to
Permanent - Full-time
If time-limited, note appointment end date
Hours per week
Months per year
NC Salary Grade Equivalency
Executive Assistant - Journey
$45,797 - $50,885
Anticipate Hiring Range
$45,797 - $50,885
Col Liberal Arts & Science (Col)
College of Liberal Arts & Sciences
8:00-5:00 pm; Monday – Friday
Primary Purpose of Position
The Executive Assistant in this market range exclusively supports an Administrator such as the Dean of a College, an Associate Vice Chancellor, an Associate Provost, or a Director. Executive Assistants may coordinate business functions of the unit that include personnel administration, office coordination, and budget monitoring or management.
Graduation from high school and demonstrated knowledge, skills and abilities gained through six years of progressively responsible administrative/office management experience; or graduation of a two-year secretarial science or business administration program and four 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 and three years of progressively responsible administrative/office management experience; or an equivalent combination of training and experience.
Essential Job Duties
(1.) Manage information flow for various reports, briefings, and conferences ( RPT , TFPR , Special faculty appointment renewals, Chair and director annual evaluations, comprehensive chair reviews, Teaching Professor nominations, executive staff annual and comprehensive reviews). Staff appropriate college committees and task forces (including the College Review Committee). Maintain administrator’s calendar, using judgment to schedule appointments without prior approval based on knowledge of administrator’s responsibilities and issues of importance; schedule dean’s community standing and ad hoc meetings. Coordinate internal meeting and events (including Administrative Council meetings and annual retreat, dean’s fall reception, commencement receptions, and other ad hoc events, as appropriate) and external meetings and events, as appropriate.
(2.) Open and date-stamp incoming mail and sort and file according to priority. Maintain calendar through Google calendar. Provide accurate and timely information on forms and other requests within 48 hours of request or according to required format. Collect information from chairs and directors for various needs throughout the year. Review all files as they come in to make sure they are complete, whatever the format (paper, web-based, PC, etc.). Make travel arrangements and process travel authorizations. Process reimbursement requests, not related to travel.
(3.) Apply considerable knowledge of the culture and mission of the organization as a whole (works with confidential information). Demonstrate an awareness of the programs, operational structure, and administrator’s scope of responsibilities, as identified in the work coordination competency (Examples include RPT , TFPR , Chair Comprehensive reviews, Chair annual reviews, etc.). Be aware of specific functions and staff assignments within the organization and outside the dean’s office that affect the administrator’s responsibilities (Examples include recruitment processes, external events in which the administrator has a role, department events to which the dean is invited, etc.). Demonstrate familiarity with rules, regulations, and laws affecting the organization, such as knowledge of all college bylaws and policies (especially those regarding governance), the college’s operational structure, and university-level policies and procedures. Demonstrate significant knowledge of the goals, priorities, and commitments of the administrator, as appropriate. Apply knowledge of strategic goals, organizational practices, and critical policies, laws, rules, and regulations that impact the mission of the organization, e.g., collecting information for research integrity processes or responding to a parent request for student information. Have an awareness of internal and external constituents and organizations with which the administrator’s commitments must be coordinated. These include, but are not limited to: AA office, college staff and faculty, Legal Affairs, Development Office, University Communications Office, Research and Economic Development, Business Affairs, Student Affairs, other colleges, ASC , CCAS ., CMH , NCHC , and W+GRA. Understand the work flow of the Dean’s Office. Work effectively with members of the Dean’s Office and other college personnel.
(4.) Use a variety of office equipment information systems (e.g. telephone, computer with standard or specialized software, fax, copier, etc.) to access, input, and verify standard information. Operate and perform tasks to maintain equipment with a general understanding of its capabilities. Select, understand and fully apply a variety of features in software programs, databases, information systems, and specialized office equipment that will produce the desired results. Integrate varying software (not limited to integration of Microsoft Office programs) or learn new computer applications to meet unique work needs. Serve as a resource to others on a variety of technical subjects including office equipment, software applications, and information processing. Programs utilized include: MS Office suite, Banner, Archibus Facilities Planning System, and web based systems.
(5.) Maintain a highly professional manner in every human interaction. Manage frequent contact with people off campus in regard to business carried out by the Dean (e.g., ASC , CCAS ). Respond to a myriad of questions on various day-to-day items from faculty, staff, and off-campus individuals. Be able to answer any question or obtain answers to a variety of questions that may not pertain to work in the dean’s office. Provide access to the Dean as is appropriate. Direct calls to appropriate person/unit. Serve as a liaison, with delegated authority, between administrator and subordinate units by relaying instructions and information and following commitments through to completion. Examples include RPT , TFPR , Comprehensive Chair reviews, Dept. Chair evaluation information, Special faculty appointments, etc. Interact and communicate with a strong degree of judgment and discretion.
(6.) Prepare memos related to meeting reminders and administrative deadlines; prepare and send salary/stipend notifications; manage the email address for international travel requests and respond, per the dean’s instructions; respond to faculty, chair/director, or AA inquiries and requests; prepare other written responses to internal units and external organizations (for example, the Charlotte Museum of History). Collect announcements and send weekly CLAS News Digest.
(7.) Identify and resolve problems that do not require administrator’s direct involvement and assure that paperwork for reimbursements, travel authorizations and special events is processed correctly and submitted in a timely manner. Problems are addressed in accordance with priorities, policies, commitments, and program goals of the administrator, insuring that meetings include all relevant personnel. Researches and makes recommendations for unusual and novel situations such as getting travel directions.
Other Work Responsibilities
Departmental Preferred Experience, Skills, Training/Education
Bachelor’s degree from a regionally-accredited university, Master’s preferred; supervisory experience; experience managing a variety of complex tasks; familiarity with Microsoft office suite and other office technologies; strong communication skills, especially writing letters and reports; ability to solve problems; strong oral, written, and presentation skills; attention to detail; communication and interpersonal skills; team-work and customer-centric orientation; ability to multi-task; a self-starter with a good work ethic; minimum of five years related work experience in a university setting.
Necessary Licenses or Certifications
Proposed Hire Date
Special Notes to Applicants
- Please submit a resume and cover letter with your application. These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education and professional experience.
- Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write ‘see resume’ on your application when completing the job duties section.
- If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).
- Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.