Executive Assistant
Please see Special Instructions for more details.
The University of North Carolina School of the Arts is an equal opportunity and affirmative action employer and all qualified applicants are welcome to apply without regard to age, color, disability, gender, gender identity, gender expression, genetic information, national origin, race, religion, sex, sexual orientation, national guard, or veteran status. The application must be completed in full detail (including work history) for your qualifications to be considered. Failure to complete the application process as required by state regulations will result in your application being rejected for the vacancy and you will not be considered for the position. The UNCSA 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. Final candidates are subject to criminal background checks.
EEO Contact Information
Applicants needing assistance with the application process are asked to contact: suttonar@uncsa.edu
Posting Details
Position Information
Classification Title |
Executive Assistant |
Working Title |
Executive Assistant |
Position Type |
SHRA Non-Exempt |
Position Number |
025316 |
Full/Part Time |
Full-time |
School/Department Information |
The Provost is the chief academic officer of the University and is responsible for providing academic and administrative leadership in all areas related to teaching and student learning. The Provost reports to the Chancellor and serves as the senior officer of the University responsible for ensuring that the primary mission of developing artists is carried out in the most effective manner. The Provost oversees the Deans, Academic Affairs, Student Affairs, and the work of many other departments and centers. In doing so, the Office of the Provost is committed to ensuring the success of faculty, students, and staff and to fostering a climate of excellence, collaboration, and opportunity. |
Primary Description of Work |
This position provides a variety of administrative and office support duties for the Executive Vice Chancellor and Provost, Vice Provost and Dean of Academic Affairs and Office of Academic Affairs. Duties include managing calendars, preparation of documents and reports, work coordination, the use of office technology, compiling records, organizing and maintaining files, posting information, mail distribution and photocopying/scanning. |
Work Schedule and hours |
Monday - Friday
8:00 am - 5:00 pm |
Description of Responsibilities and Duties |
Maintain Provost and Vice Provost calendars
- Independently mange the daily schedules for Provost (SAAO-I) and Vice Provost (SAAO-II), including scheduling new meetings and moving planned meetings to accommodate "as arises" issues
- Coordinate personal schedules for 1:1 and large meetings, from areas across the entire campus
- Book meeting spaces in 25-Live and work with Housekeeping and IT/AV personnel to ensure proper setup
- Prevents scheduling conflicts or anticipates and resolves conflicts, competing with senior
administrator's schedule and/or priorities. - Manage weekly review process to project conflicts, priorities, and pinch points on schedules
- Ensure BOT and BOG meeting materials are readily accessible for planned events
Coordinate electronic form approval process
- Serve as main point person for all forms coming to and leaving the Provost Forms inbox
- Involves printing forms and backup documentation as necessary
- Requires understanding of various financial process policies, encompassing both state and foundation funds
- Knowledgeable of unique requirements for electronic and hard-copy signatures
- Manages detailed workflow important in acquiring the proper approvals, applying electronic signatures as necessary, and forwarding to the proper individuals/offices
Project Management
- Support strategic initiatives and programs of the Vice Provost through logistical management
- Coordinate hiring/onboarding for staff and temporary employees to include originate, process and route all hiring forms and supporting documents
- Provide back-up administrative support for department with P-Card purchasing and reconciliation processes
- Routinely coordinates and facilitates solutions with internal and external organizations and constituents with regards to scheduling meeting spaces
- Manage the flow of confidential and time sensitive information
Guest Artist Coordination
- Liaison to school/division regarding Guest Artist policy and procedural guidance.
- Receive and review Notification of Guest Artist Engagement forms.
- Using historical data regarding past engagements along with UNCSA policy, determine the need for a criminal background check and Policy Acknowledgement form.
- Request background checks through the Certified Background website. Monitor for completion. If delinquent, advise school/division of procedural options. Determine if results require higher level review and, if so, contact the appropriate administrator for a decision. Communicate results to school/division.
- Create and maintain e-files for the Guest Artists. Save documents as needed.
- Maintain the Guest Artist Database.
- Enter required data as documentation of the engagement
|
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.
If no applicants apply who meet the required competency level and training and experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations. |
Preferred Qualifications |
3 years of administrative experience reflecting progressive increase in responsibilities and skills |
Terms of Employment |
S1 12 month |
Knowledge, Skills and Abilities |
* Effective organizational, interpersonal and verbal communication skills.
* Strong written communication skills.
* Strong attention to detail. Experience with reviewing data and information for completeness and accuracy using standard guidelines.
* Competency in the use of established filing and data systems, functions, and/or procedures.
* Proficiency in the use of Microsoft Word, Excel, Powerpoint and common business software applications.
* Proficiency in the use of Microsoft Outlook to schedule and coordinate meetings.
* Experience with research and consultation of resources such as policies, manuals or other staff to respond to questions/issues that deviate from standard operating procedures
* Ability to coordinate tasks and establish priorities in response to work flow of the office or work unit.
* Understanding of programs and services to apply this knowledge in problem-solving and responding to most questions and inquiries.
* Demonstrated professionalism and confidentiality appropriate for an executive-level department. |
Special Conditions for Eligibility |
|
Functional Competencies
Functional Competency |
Interpersonal Skills |
Competency Description |
Persuades, prioritizes and negotiates to build cooperation and
consensus with a variety of internal and external contacts and groups.
Represents the administrator on a variety of subjects; serves on
various committees; and may attend meetings in administrator's
absence. |
Competency Level |
Advanced |
Functional Competency |
Knowledge- Program |
Competency Description |
Applies substantive knowledge in order to assist and represent
administrator thoroughly in the scope, diversity, and complexity of
all program operations and organizational commitments.
Demonstrates the knowledge of the nuances, appropriate protocol, and
specific preferences of the administrator and constituents. |
Competency Level |
Advanced |
Functional Competency |
Planning and Organizing |
Competency Description |
Prevents scheduling conflicts or anticipates and resolves conflicts,
competing with senior administrator's schedule and/or
priorities. Plans and organizes conferences, retreats, and/or annual
events for administrator |
Competency Level |
Advanced |
Functional Competency |
Communication- Written |
Competency Description |
Independently researches, develops, and composes
presentation materials and speeches for the administrator in a variety of
settings. Anticipate administrator's needs to initiate written
communication for administrators review. Edit documents developed
from outside sources to incorporate the administrator's personal style. |
Competency Level |
Advanced |
Functional Competency |
Problem Solving |
Competency Description |
Anticipates and negotiates solutions for potential problems that could
impact the administrator and the scope of internal and external
responsibilities/activities. Routinely coordinates and facilitates solutions
with internal and external organizations and constituents |
Competency Level |
Advanced |
Functional Competency |
Information/Records Administration |
Competency Description |
Independently researches, analyzes, and make recommendations
regarding a variety of information from internal and external sources. |
Competency Level |
Advanced |
Posting Detail Information
Posting Number |
AS597P |
Open Date |
01/13/2025 |
Close Date |
01/20/2025 |
Open Until Filled |
No |
Salary Range |
$66,414 - $67,672 |
Recruitment Range, if applicable |
|
Special Instructions to Applicants |
The University of North Carolina School of the Arts is an equal opportunity and affirmative action employer and all qualified applicants are welcome to apply without regard to age, color, disability, gender, gender identity, gender expression, genetic information, national origin, race, religion, sex, sexual orientation, national guard, or veteran status. The application must be completed in full detail (including work history) for your qualifications to be considered. Failure to complete the application process as required by state regulations will result in your application being rejected for the vacancy and you will not be considered for the position. The
UNCSA 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. Final candidates are subject to criminal background checks.
EEO Contact Information
Applicants needing assistance with the application process are asked to contact: suttonar@uncsa.edu |
Supplemental Questions
Required fields are indicated with an asterisk (*).
How did you learn about this employment opportunity?
- UNCSA Website
- Agency Referral
- Print Advertisement (Newspaper / Periodical)
- Social Media (LinkedIn, Twitter, Facebook, Other)
- Online Job Board
- Other
Documents Needed To Apply
Required Documents
- Resume
- Cover Letter
Optional Documents
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