Executive Assistant Job at UNC Charlotte
General Information
Vacancy Open to
All Candidates
Employment Type
Permanent - Full-time
If time-limited, note appointment end date
Hours per week
40
Months per year
12
Position Number
001416
NC Salary Grade Equivalency
GN10
Classification Title
Executive Assistant - Journey
Working Title
Executive Assistant
Salary Range
$48,453 - $59,221
Anticipate Hiring Range
$48,453 - $54,000
FLSA Status
Non Exempt
Division
Academic Affairs
Department
Col of Arts & Architecture (Col)
Work Unit
Col of Arts & Architecture
Work Schedule
8:00 am – 5:00 pm; Monday – Friday
Primary Purpose of Position
The major purpose of the position is to provide executive administrative, personnel support and coordination to the College Dean in executing her/his duties in concert with senior university staff and officers. The EAA is the College’s primary liaison with the Office of Academic Affairs, offices of Human Resources, Advancement, Center City staff, and Auxiliary Services, among others to further the functions of the College and University to maintain the effectiveness of educational programs, research work, community engagement, and artistic/creative mission.
The EAA works directly with the Dean and the College’s Director of Business Affairs on a daily basis. The position is further defined and impacted by non-routine tasks and activities and a mutual working relationship established with the Dean requiring interpretation and coordination of a wide range of support activities such as: integration of functions of both Senior Associate Dean for Academic Affairs and Associate Dean for Performing Arts Services, close coordination with College Executive Council (currently directors of Communications & External Relations, Computing, Galleries, Arts Education, and the Assistant Dean of Advising & Assessment). The EAA also provides direct liaison with the academic units of the College (Architecture, Art & Art History, Dance, Music, Theatre) implying knowledge of both institutional and external relationships, protocols, communications, and financial management functions. The EAA also works very closely with administrative assistants and unit chairs/director to coordinate university systems with the discipline and professional activities associated with the College’s strategic plan to both improve and accelerate the College’s work. Responsibilities include: daily calendar and schedule coordination, meeting planning, all personnel (faculty and staff procedures in accordance to internal (unit) and external (HR) protocols, business affairs coordination, and administrative connections for external/community organizations, advisory councils, boards, and advancement efforts.
The EAA works directly with the Dean and the College’s Director of Business Affairs on a daily basis. The position is further defined and impacted by non-routine tasks and activities and a mutual working relationship established with the Dean requiring interpretation and coordination of a wide range of support activities such as: integration of functions of both Senior Associate Dean for Academic Affairs and Associate Dean for Performing Arts Services, close coordination with College Executive Council (currently directors of Communications & External Relations, Computing, Galleries, Arts Education, and the Assistant Dean of Advising & Assessment). The EAA also provides direct liaison with the academic units of the College (Architecture, Art & Art History, Dance, Music, Theatre) implying knowledge of both institutional and external relationships, protocols, communications, and financial management functions. The EAA also works very closely with administrative assistants and unit chairs/director to coordinate university systems with the discipline and professional activities associated with the College’s strategic plan to both improve and accelerate the College’s work. Responsibilities include: daily calendar and schedule coordination, meeting planning, all personnel (faculty and staff procedures in accordance to internal (unit) and external (HR) protocols, business affairs coordination, and administrative connections for external/community organizations, advisory councils, boards, and advancement efforts.
Minimum Education/Experience
Required Minimum Qualifications:
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.
University Preferred Qualifications:
Graduation from high school and demonstrated knowledge, skills and abilities gained through five 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 and two years of progressively responsible administrative/office management experience; or an equivalent combination of training and experience.
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.
University Preferred Qualifications:
Graduation from high school and demonstrated knowledge, skills and abilities gained through five 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 and two years of progressively responsible administrative/office management experience; or an equivalent combination of training and experience.
Essential Job Duties
Duties and responsibilities broadly include, but are not limited to:
- Executive level admin assistance to the dean (meeting calendar, correspondence, travel, presentation preparation).
- Personnel records management (hiring, reappointment, evaluations).
- Information analysis (Annual Reporting from CoAA departments).
- Decision-making, strategic planning, and communication.
Other Work Responsibilities
Departmental Preferred Experience, Skills, Training/Education
To successfully perform the above duties with those competencies delineated, the following are considered preferred qualifications for the position:
- Bachelor’s degree.
- 3-5 years experience in an office environment, preferably in a higher-ed, administrative assistance at the executive level supporting a senior level position within an organization.
- Knowledge, skills and abilities gained through five years of progressively responsible administrative/office management experience preferably with major emphasis on Business administration or a related field.
- Two years of progressively responsible administrative/office management experience.
- Experience in the Google environment (Gmail, drive, sheets, etc.).
- Experience with commitment to teamwork, collaboration, and consensus building through leadership skills, motivational capability, and mentoring.
- Experience and commitment to arts and design professions, education, and public engagement.
- Strong written and verbal communication, demonstrated interest in the performing and/or visual arts.
- Experience in the Google environment (Gmail, drive, sheets, etc.).
Necessary Licenses or Certifications
Work Location
Storrs
Posting date
11/18/2022
Closing date
01/03/2023
Proposed Hire Date
02/06/2023
Contact Information
Special Notes to Applicants
UNC Charlotte Benefits Information:
https://hr.charlotte.edu/benefits
The finalist will be subject to a Criminal Background Check.
Please upload reference information including names, position titles and company/institutions, phone numbers, and email addresses of at least two
current/previous supervisors.
- The Search Committee will not contact references without first verifying permission with the finalist.
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.
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.
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