Executive Assistant to Vice Chancellor

Location
Greensboro, NC
Posted
Jun 08, 2018
Institution Type
Four-Year Institution
Requisition Number S1544

Position Number 000789

Position Classification Title Executive Assistant

Functional Title Executive Assistant to Vice Chancellor

Position Type Staff

Position Summary

University Advancement is currently seeking someone who is highly self-motivated, professional, and capable of managing and prioritizing critical tasks in a fast-paced environment to consider for the position of Executive Assistant for the Vice Chancellor of University Advancement.

Duties include, but are not limited to:
Office and Calendar Management (30%): Managing complex calendars, handling phone calls and messages, greeting visitors, making appropriate referrals, coordinating travel logistics, and helping to arrange visits. Responsible for pre-approval of travel, travel payments and reimbursements, and tracking and reimbursement of all entertainment (donor cultivation) expenses for the Vice Chancellor. This position serves as a liaison with various departments as well as external contacts and with University leadership units - particularly the Chancellor's Office. Demonstrates the knowledge of nuances, appropriate protocol, and specific preferences of the Vice Chancellor and constituents and has authority to use discretion and critical decision making and judgment in all forms of communication.

Data and Report Management (20%): This position has the authority to research, develop and compose presentation materials for the Vice Chancellor in a variety of settings. Through extensive use of technology, this position prepares statistical reports, minutes of meetings, graphs and presentation materials for internal and external constituents. Position is responsible for developing and utilizing filing and retrieval systems. This person will need confidence in managing complex spreadsheets and using a database to pull reports. Experience with Excel is required; experience with Banner is preferred.

Project Management (20%): This position will manage complex projects through to successful completion. Such projects might include (but are not limited to) mailings, creation of funding proposals, evaluation of the impact of major gifts or projects related to stewardship of the University's most significant donors. This position will also require adaptability and openness to change as the needs of the office change.
Written Communication (20%): This position handles all correspondence for the Vice Chancellor and helps write, prepare and edit a variety of proposals. Often oversees communications for the Chancellor's signature. Excellent proofreading skills necessary for this position. Writing experience preferred.

Meeting Management (10%): This position will handle logistics for various meetings including scheduling, invitations, RSVPs, agendas, catering, room set-up, material preparation, etc. May also maintain rosters and contacts on behalf of the Vice Chancellor. This position prepares and manages University Advancement's involvement with the Board of Trustees as well as other boards and foundations across campus.

Confidentiality: This position will regularly handle sensitive information and requires the trust of the Vice Chancellor and senior administrators in maintaining strict confidentiality and discretion.



Minimum Qualifications

HIGH SCHOOL DIPLOMA OR EQUIVALENCY AND THREE YEARS OF PROGRESSIVELY RESPONSIBLE ADMINISTRATIVE/OFFICE MANAGEMENT EXPERIENCE; OR GRADUATION 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.



Preferred Qualifications

Education: A Bachelor's Degree in Business Administration, Communication, English, or other relevant field.

Project Management Experience: The Executive Assistant must have a demonstrated history of managing executive-level projects through all phases of development.

Proposal Writing: Experience drafting executive-level proposals to solicit major gifts or grants from foundations. Must be able to concisely, but accurately tailor communications to dynamic audiences, often with little notice.

Communication Skills: The Executive Assistant must be able to communicate — both orally and written — with a wide-range of constituents.

Advanced experience with Excel spreadsheets: A successful candidate should be comfortable with manipulating formulas, creating charts from data, and synthesizing information from spreadsheets for the Vice Chancellor.

Experience building Power Points: A successful candidate should have prior experience building Powerpoint presentations for executive-level customers and board members.



Alternate Option

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.



Special Instructions to Applicants

Applicants must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. The application must be completed in full detail for your qualifications to be considered.

Applicants are required to upload the following documents with their electronic application:

  • Resume
  • Cover Letter
  • Writing Sample
  • List of References

Applicants are required to upload a list of references of at least three (3) professional references that includes:

  • Name
  • Company Name
  • Type of reference (Professional, Supervisor, Colleague, Academic or Personal). One (1) of those references will need to be a current or previous supervisor.
  • Email Address
  • Contact Phone Number

Applications are not successfully submitted until an online confirmation number has been received at the end of the application process.



Recruitment Range $53,494 - 59,438

Org #-Department University Advancement - 33601

Work Hours of Position 8 A.M - 5 P.M, Monday - Friday, some evenings and weekends

Job Family Administrative and Managerial

Competency Level Advanced

Open Date 06/07/2018

Close Date 06/24/2018

Job Close Date

FLSA Non-Exempt

Salary Grade Equivalency 66

Number of Months per Year 12

Applicant Documents
Required Documents
  1. Resume/CV
  2. Cover Letter
  3. Writing Sample(s)
  4. List of References
Optional Documents


    Posting Specific Questions

    Required fields are indicated with an asterisk (*).

    1. * How many years of directly related experience do you have in this field?
      • No Response
      • 6 or more years
      • 5 years
      • 4 years
      • 3 years
      • 2 years
      • 1 years
      • Less than 1 year
    2. * Which of the following options best describes your higher education history?
      • No Response
      • Bachelor's Degree or higher in a directly related field
      • Bachelor's Degree or higher in an unrelated field
      • Associate's Degree in a directly related field
      • Associate's Degree in an unrelated field
      • 3 years in a directly related field
      • 2 years in a directly related field
      • 1 year in a directly related field
      • less than 1 year
      • High School Diploma or Equivalent
    3. * Do you have a Bachelor's degree from an accredited institution?
      • Yes
      • No
    4. * Rate yourself on your experience with Microsoft Office (Word, Excel and Powerpoint.)
      • Excellent
      • Good
      • Satisfactory
      • Poor
    5. * Briefly describe your experience creating custom reports in Microsoft Excel.

      (Open Ended Question)

    6. * How would you describe yourself in five words?

      (Open Ended Question)

    7. * Describe your experience multi-tasking in a fast-paced work setting.

      (Open Ended Question)

    8. * What work activities do you find most draining? Most Exhilarating?

      (Open Ended Question)

    9. * Why do you consider yourself a good candidate for this position?

      (Open Ended Question)

    10. * Please indicate how you learned of the vacant position for which you are applying:
      • UNCGjobsearch Website
      • Piedmont Triad Area Newspaper
      • The Chronicle of Higher Education
      • Inside Higher Ed
      • Other professional journal / website
      • NCWorks.gov
      • UNC School System Job Board
      • Personal Networking
      • Facebook
      • Twitter
      • Indeed.com
      • NorthCarolinaDiversity.com
      • Other
    11. * If you selected "Other", please provide the name of the resource here.

      (Open Ended Question)

    12. * Are you eligible to work in the United States without sponsorship?
      • Yes
      • No




    To learn more or to apply for this position please visit our UNCGjobsearch website at https://jobsearch.uncg.edu

    EOE AA/M/F/D/V

    PI102840068

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