Executive Assistant #002932

Job description

Posting Number:


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Classification Title:

Executive Assistant

Competency Level:


Working Title:

Executive Assistant #002932


Office of the Dean - Hunter Library

Position Summary:

This position is the Executive Assistant to the Dean of Library Services. The person in this position provides administrative support to the Dean by managing and maintaining calendars, scheduling and coordinating meetings, serving as a point of contact for customers and stakeholders, and drafting of internal and external communications. This position also assists the library building coordinator and serves as the liaison with Facilities Management. These liaison duties include coordinating meetings, projects, and service outages with Facilities Management, composing and submitting work requests for the library, and communicating with building occupants about facilities issues. The Executive Assistant is responsible for building access and security, maintaining keys to the building, and keeping the records/key inventory log for the library. The Executive Assistant serves as the Library’s liaison with Human Resources for timesheets, leave management, and library faculty and staff recruitment activities. Recruitment duties include working with hiring managers on job descriptions and job postings, monitoring and reporting on the status of searches, coordinating the logistics of candidate visits. The Executive Assistant plays an important role in the library faculty AFE/TPR process by maintaining confidential files for library faculty, providing documentation as needed, and ensuring that folders contain all the appropriate information to be submitted to the Office of the Provost to meet established deadlines. This position occasionally assists with event logistics and catering. The Executive Assistant position maintains customer confidence by showing discretion and keeping information confidential.
•Be an effective representative for Hunter Library and the Dean’s office by exemplifying the library’s core values and being customer focused
•Ability to independently find the correct answers to inquiries directed to the Dean’s Office.
•Excellent verbal, written, and interpersonal communication skills
•Ability to take minutes and use specialized vocabulary
•Ability to compose written communication for constituencies within and external to Hunter Library
•Ability to proofread and edit
•Advanced knowledge and ability with Microsoft Outlook and Microsoft Office products.

Knowledge, Skills, & Abilities Required for this Position:

•Ability to design, create and edit complex Excel spreadsheets, Word documents, Microsoft Access databases, and PowerPoint presentations
•Excellent organizational and time management skills
•Ability to meet multiple/concurrent deadlines, deliverables, and commitments
•Demonstrated ability to consistently deliver with high quality
•Ability to work independently and as a member of a team
•Ability to interpret verbal and written instructions
•Ability to interpret the policies, procedures, rules, and regulations pertaining to the organization
•Ability to work with confidential and sensitive information
•Ability to become proficient with university systems such as CataMart e-Procurement and 25Live scheduling

Minimum Qualifications:

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.

Preferred Qualifications:

•Familiarity with the UNC System personnel rules and regulations
•Familiarity with the state of North Carolina Purchasing rules
•Knowledge of Banner and CataMart purchasing module

Anticipated Hiring Range:

$41,724 - $50,000

Position Type:

Permanent Full-Time

Number of Hours per Week:


Number of Months per Year:


Salary Band Range:

$29,826 - $66,040

Salary Grade:

For administrative purposes during the implementation of Career Banding this journey level position is considered a Salary Grade 64.

Open Date:


Close Date:


Open Until Filled:


Special Instructions to Applicants:

Applicants must apply online. Please submit a cover letter, resume, and at least three professional references in order to be considered for the position.
If no applicants apply, who meet the required Knowledge, Skills, Abilities/Competencies and Training and Experience requirements, then management may consider other applicants .
*Effective October 1, 2015 all new hires into positions subject to the State Human Resources Act (SHRA) will serve a 12 month probationary period as defined by the North Carolina Office of State Human Resources (OSHR).


Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks.

Western Carolina University uses E-Verify to confirm employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify. Proper documentation of identity and employability are required at the time of employment.

Credential Verification:

All new employees are required to have listed credentials/degrees verified within 30 days of employment. All new employees who will be teaching are required to provide official transcripts within 30 days of employment. Transcripts should be provided for the highest earned degree and/or the degree which is being used to satisfy credential/qualification requirements.


Western Carolina University is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race; color; religion; sex; sexual orientation; gender identity or expression; national origin; age; disability; genetic information; political affiliation; National Guard or veteran status, consistent with applicable federal, state and local laws, regulations, and policies, and the policies of The University of North Carolina. Additionally, the University promotes the realization of equal employment opportunity for minorities, women, persons with disabilities, and veterans through its affirmative action program.
Persons with disabilities requiring accommodations in the application and interview process please call (828) 227-7218 or email at [email protected]

University Safety:

The Western Carolina University Annual Safety Report is available online at University Annual Safety Report or in hard-copy by request at the office of the Vice Chancellor for Student Affairs, 227 HFR Administration Building, Cullowhee, NC 28723 (828-227-7147) or the Office of University Police, 111 Camp Annex, Cullowhee, NC 28723 (828-227-7301). The report, required of all universities participating in Title IV student financial aid programs, discusses crime statistics, procedures for reporting suspicious or criminal activity, security, police authority, crime prevention strategies, university policies on substance abuse and sexual offenses, workplace violence and fire safety.




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Job No:
Posted: 2/17/2021
Application Due: 3/1/2021
Work Type: Full Time