Executive Assistant

Job description

Posting Details

Posting Details

Vacancy Number S00954 Working Title Executive Assistant Career Band Title Executive Assistant Location of Workplace Main UNCW Campus Competency Level Journey Brief Summary of Work for this Position

The Executive Assistant serves as administrative support for the College of Health and Human Services (CHHS) within the Office of the Dean. This position will primarily support the Assistant Dean for Finance and Resource Management, but will also serve as a member of the Dean’s Unique Service Team that provides support for administrators and operations across the Dean’s Office. Primary duties of the Executive Assistant include: (1) providing general administrate support (calendar management, drafting/editing communications, making travel arrangements, etc.); (2) maintaining CHHS documents, manuals, policies and procedures; (3) providing management and oversight of CHHS full-time employee recruitment, leave keeping, and performance management; and, (4) coordination the faculty credentialing process and academic personnel files. In addition to these primary duties, this employee will assume secondary responsibilities for various tasks associated with the CHHS Business Core Service Team which reports to the Assistant Dean for Finance and Resource Management.

This position requires researching, interpreting, and analyzing a variety of policies, procedures, and regulations in order to select the most appropriate course of action within specific procedural and operational guidelines. This position is required to have considerable knowledge of the programs and activities of the College of Health and Human Services, the goals, priorities, policies and commitments of the Assistant Dean of College of Health and Human Services and the operational structure. The Executive Assistant must have significant knowledge of other internal and external organizational segments with which activities must be interfaced.

N.C. Minimum Required Knowledge, Skills, & Abilities

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.

Additional knowledge, skills, and abilities required to perform the essential functions of the position

Ability to Work in a matrixed organization with responsibilities to various entities and stakeholders.

Ability to provide customer service to a wide variety of customers (students, faculty, administrators, etc.).

Ability to build relationships with internal stakeholders and partners in the employment and payroll processes.

Ability to research, compile and present information and numerical data.

Ability to identify, analyze, and evaluate situations or problems to determine and implement appropriate courses of action.

Proficiency in the use of personal computer with multiple types of software programs, e.g. Microsoft Word, Excel and database systems; substantial knowledge and comfort in the use of Microsoft Excel or other spreadsheet software.

Ability to embrace, learn, and adapt to new software and technologies.

Ability to exercise judgment, tact, and discretion in dealing with a wide variety of administrators, faculty, and staff and dealing with sensitive and/or confidential information.

Proficiency in written and oral communication skills; Ability to clearly and concisely convey information orally or in writing, using Microsoft Word or other word processing software as appropriate.

Ability to organize and adjust workload to handle multiple responsibilities.

Ability to analyze, interpret, recommend, write and implement policy and procedural guidelines.

Knowledge of employment processes including recruitment, hiring, and separation procedures.

Ability to use electronic calendaring software (i.e. Microsoft Outlook) to manage schedules, tasks and projects on behalf of a supervisor.

Preferred education, professional skills and experience

Bachelor’s Degree in Business Administration, Human Resources, or related field; or an individual with progressive work experience substituted on a year by year basis.

Fundamental knowledge and understanding of the organizational structure of the University and various levels comprising Academic Affairs and the responsibilities associated with each level.

Certifications or licensure required to perform the essential functions of the position


Recruitment Range $40,000-$45,000 NC Salary Grade Equivalency 65 Hours Per Week 1.0 (40 hours per week) Months Per Year 12 Months Work Days Monday to Friday Work Hours 8:00am - 5:00pm Anticipated Ending Date if Time-Limited Position Number 1868 Job Posting Date 05/24/2019 Posting Close Date 06/02/2019 Special Instructions EEO Statement

The University of North Carolina at Wilmington is committed to and will provide equality of educational and employment opportunity for all persons regardless of race, sex (such as gender, gender identity, marital status, childbirth, and pregnancy), age, color, national origin (including ethnicity), religion, disability, sexual orientation, political affiliation, veteran status, military service member status, genetic information, or relationship to other university constituents – except where sex, age, or ability represent bona fide educational or occupational qualifications or where marital status is a statutorily established eligibility criterion for State funded employee benefit programs.

External Link to Posting http://jobs.uncw.edu/postings/14453 Applicant Documents Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
    Posting Specific Questions

    Required fields are indicated with an asterisk (*).

    1. * Describe your experience using Microsoft Outlook in the support of an executive or administrator.

      (Open Ended Question)

    2. * Describe your experience using Microsoft Excel to manipulate financial data and/or other types of data.

      (Open Ended Question)

    3. * How many years of Administrative Support Experience do you have?
      • 0-2 years
      • 2-5 years
      • more than 5 years
    4. * Describe your experience in the management of multiple projects in a fast-paced environment with changing priorities. What specific strategies have you used to manage such an environment?

      (Open Ended Question)




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    Job No:
    Posted: 5/25/2019
    Application Due: 6/2/2019
    Work Type: