Executive Assistant
University of North Carolina at Chapel Hill

Job Info

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Department:

Student Aff Dean of Students-640501

Career Area:

Administrative/Clerical Support

Is this an internal only recruitment?:

No

Posting Open Date :

11/26/2024

Application Deadline:

12/04/2024

Position Type:

Permanent Staff (SHRA)

Position Title:

Executive Assistant - Journey

Salary Grade Equivalent:

GN10

Working Title:

Executive Assistant

Position Number:

00056691

Vacancy ID:

P019883

Full-time/Part-time Permanent/Time-Limited:

Full-Time Permanent

Hours per week:

40

Work Schedule:

Monday - Friday, 8:00am to 5:00pm

Work Location:

SASB North, Suite 1106, UNC-Chapel Hill, NC

Position Location:

North Carolina, US

Hiring Range:

$57,935 - $61,000

Pay Band Information:

To learn more about the pay band for this branch and role, please see the Career Banding rates spreadsheet.

Be a Tar Heel!:

A global higher education leader in innovative teaching, research and public service, the University of North Carolina at Chapel Hill consistently ranks as one of the nation's top public universities. Known for its beautiful campus, world-class medical care, commitment to the arts and top athletic programs, Carolina is an ideal place to teach, work and learn.One of the best college towns and best places to live in the United States, Chapel Hill has diverse social, cultural, recreation and professional opportunities that span the campus and community.University employees can choose from a wide range of professional training opportunities for career growth, skill development and lifelong learning and enjoy exclusive perks for numerous retail, restaurant and performing arts discounts, savings on local child care centers and special rates on select campus events. UNC-Chapel Hill offers full-time employees a comprehensive benefits package, paid leave, and a variety of health, life and retirement plans and additional programs that support a healthy work/life balance.

Primary Purpose of Organizational Unit:

The Dean of Students is a unit in Student Affairs with a mission to provide support and assistance to the University of North Carolina at Chapel Hill community focused on empowering students, to succeed in navigating the University environment. Our four pillars - CARE, Collaborate, Celebrate, and Empower - guide our approach everyday work.

Position Summary:

The Executive Assistant serves as the primary administrative support to the Dean of Students, and (secondarily) to the Associate Dean of Students and others in the Dean of Students office, as needed or directed by the Dean of Students. The individual in this role provides all facets of executive and administrative support, including coordinating access to and information from the Dean of Students, preparing or editing correspondence, scheduling appointments/meetings/events, task and project management, the creation and maintenance of accurate records and meeting/committee support. Public interaction - phone, email, and in-person - with internal and external university constituencies is a major component of the position. The position will also respond to inquiries from students, parents, alumni, faculty, university staff, and the public providing clear and accurate information, connecting individuals with other offices and resources, as appropriate. In coordination with the Dean of Students, the Executive Assistant will assist with business functions for the Dean of Students position and office, including business and finance reporting, budget management, expense tracking, purchasing, reconciliation, travel coordination, and vendor communications. The Executive Assistant regularly attends and participates in multiple internal and external meetings alongside and/or as a representative of the Dean of Students. This position will serve as the primary point of contact for the DOS team to Facilities, Maintenance, and Housekeeping. In partnership with members of the Dean of Students team, this position will work to provide appropriate in-person office coverage and general office coordination. The position is designated as both a Campus Security Authority and Responsible Employee.

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.

Required Qualifications, Competencies, and Experience:

• Strong customer service skills with demonstrated ability to professionally and effectively engage with diverse campus and community constituencies.
• Excellent telephone, electronic (e.g., email) and in-person communication skills that positively reflect on the unit.
• Ability to handle sensitive and/or confidential information and maintain the privacy of student or employee records.
• Commitment to promoting and contributing to a respectful and supportive workplace that complies with university and divisional conditions of employment, security, and workplace safety policies.
• Superior organizational skills, with demonstrated ability to work and adapt in a fast-paced environment with competing priorities and deadlines.
• Knowledge of and experience working with common office management software (Microsoft Office Suite - Outlook, Teams, PowerPoint, Excel, etc., Adobe, Zoom, and internet browsers)
• Understanding of and experience applying basic budget and finance principles.

Preferred Qualifications, Competencies, and Experience:

• Experience working with and assisting large and diverse university/college students, faculty, staff, parents / families, and community partners to address a wide array of situations and / or concerns.
• Professional experience within an educational setting providing customer service, budget/finance, and administrative support to leadership positions.
• Knowledge of and direct experience with university policies and practices related to financial reporting, travel, Connect Carolina, and other UNC-based procurement and data management platform(s).

Special Physical/Mental Requirements :

Ability to move 25+ pounds with or without accommodation on an infrequent basis. Ability to sit for extended periods of time and perform repetitive tasks (e.g., answering the telephone, typing, computer work). Exposure to sensitive topics including, but not limited to mental health experiences and trauma, physical injuries, harassment and discrimination, and other experiences that may impact college students.

Campus Security Authority Responsibilities:

This position is designated as a Campus Security Authority in accordance with the Clery Act. This position will be required to report Clery crimes to the Clery Compliance Manager and complete annual training about reporting responsibilities.

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