Executive Assistant (Journey)

Job description

Requisition Number:

S2174

Position Number:

998442

Position Classification Title:

Executive Assistant

Functional Title:

Executive Assistant (Journey)

Position Type:

Staff

University Information:

UNC Greensboro, located in the Piedmont Triad region of North Carolina, is 1 of only 57 doctoral institutions recognized by the Carnegie Foundation for both higher research activity and community engagement. Founded in 1891 and one of the original three UNC System institutions, UNC Greensboro is one of the most diverse universities in the state with 20,000+ students, and 3,000+ faculty and staff members representing 90+ nationalities. With 17 Division I athletic teams, 85 undergraduate degrees in over 125 areas of study, as well as 74 master’s and 32 doctoral programs, UNC Greensboro is consistently recognized nationally among the top universities for academic excellence and value, with noted strengths in health and wellness, visual and performing arts, nursing, education, and more. For additional information, please visit uncg.edu and follow UNCG on Facebook, Twitter, and Instagram.

Primary Purpose of the Organizational Unit:

The School of Health and Human Sciences is one of five professional schools in addition to two Colleges that comprise the University. The School currently enrolls over 3,800 undergraduate and graduate majors in eight academic departments and one program: Communication Sciences and Disorders; Community and Therapeutic Recreation; Human Development and Family Studies; Kinesiology; Nutrition; Peace and Conflict Studies; Public Health Education, Social Work, and Genetic Counseling.

Position Summary:

Reporting directly to the Dean, the Executive Assistant provides executive support to the Dean, while working in a team environment with the Dean’s office staff. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Dean. The Executive Assistant serves as a liaison to various campus entities within the university; organizes and coordinates executive actions both internal and external to the School; provides direct administrative assistance and support to the Dean including all travel, scheduling, memos, and other tasks assigned by the Dean. The Executive Assistant must be creative and enjoy working within a fast-paced environment that is mission-driven to provide the best educational experience for UNCG’s students, as well as possessing a servant leadership philosophy. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative competencies, organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on tasks from conception to completion, will be able to autonomously recognize and respond to tasks, and, at times, must be able to work under pressure to handle a wide variety of activities and confidential matters with 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:

Bachelor’s degree in a discipline related to the area of assignment; or equivalent combination of training and experience.All degrees must be received from appropriately accredited institutions.

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
  • 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:

$46,838-$55,000

Org #-Department:

Dean's Office - HH - 13401

Work Hours of Position:

8 A.M. - 5 P.M., M-F

Number of Months per Year:

12

Job Family:

Administrative & Managerial

Career Banded Title:

Executive Assistant

Open Date:

06/02/2021

Close Date:

06/11/2021

FTE :

1.000

FLSA:

Non-Exempt

Salary Grade Equivalency:

64

Key Responsibility:

High-Level Professional Support and Leadership

Essential Tasks:

  • Provide high-level professional assistance to Dean and School of Health and Human Sciences leadership team including very sensitive confidential information. Manage the flow of information from the Dean’s Office to the department chairs and program directors to keep them abreast of ongoing developments that affect their areas of responsibility. Compile, gather, and provide college leadership with appropriate data and information to make sound and effective decisions on projects, initiatives, and responses to faculty, chairs, administrators, staff, students, and parents. Write correspondence for the Dean on issues relating to the Provost and Chancellor and other executive-level positions.
  • Coordinate and manage duties assigned by the Dean. Management of the day-to-day operations of the Office of the Dean in the absence of the Dean and act on his behalf. Provides effective leadership for the school administrative staff, this includes supervision of student assistants.
  • Prepare reports, keeps minutes/summaries of meetings, attend all Dean meetings, and autonomously follow up on tasks, questions, or any other items that may need clarification or the Dean’s attention.

Key Responsibility:

Manage the Dean’s Calendar and Office Work Flow

Essential Tasks:

  • Independently maintains Dean’s calendar and uses judgment to make changes to schedule based on knowledge of the Dean’s responsibilities and issues of importance. Monitors calendar on a daily basis to ensure accuracy and looks for conflicts and appraises the Dean of materials needed for meetings.
  • Plan and organize retreats and other large meetings involving the Dean and HHS staff and faculty, including HHS Executive Council, Chair Council, and Faculty Assembly. This includes overseeing the location venue, catering, technology needs, and partnering with other members of the staff as needed. Address and resolve any unusual or new situations based on knowledge of the School of HHS and preferences of the administrator.
  • Independently prepare materials and agendas for large HHS meetings, including, but not limited to, HHS Executive Council and Chairs Council meetings.
  • Provides administrative services for the Dean as requested and as necessary, including memos, excel, correspondence with higher-level positions, coordination, signature obtainment, etc.
  • Prepares and processes travel arrangements and expenditures for the Dean.

Key Responsibility:

Management and Data Analytics

Essential Tasks:

  • Responsible for designing, implementing, and monitoring timelines for assigned duties as initiated by the Dean and in collaboration with the HHS leadership team. Coordinate ad hoc projects as necessary. Develops and continuously seeks improvements and efficiencies for processes and projects.
  • Responsible for analytics and data content management processes: Extracts and queries data sets from various sources and re-formats for reporting, in support of senior leadership informational purposes and decision-making. Designs, develops, creates dashboards and other report formats. Makes recommendations based on emerging trends. Consult with and provide leadership and direction as needed to school administration to modify/update initiatives based on data analysis.

Key Responsibility:

Oversee Dean’s Office Documentation and Communication

Essential Tasks:

  • Serve as the point person of contact for faculty and staff general questions.
  • Understand and effectively communicate program services, policies, and procedures for the School of HHS and UNCG.
  • Assimilate and compose information for the Dean from a variety of resources and on a range of topics pertaining to the School of HHS and the Dean’s work.
  • Independently prepares memos, letters, and other documents on behalf of the Dean.
  • Edits documents prior to final signature and dissemination.
  • Composes and disseminates email correspondence for a variety of purposes without review and with significant knowledge of School of HHS goals and priorities.
  • Keep accurate and complete Dean’s files related to departmental matters, Instrument of Governance, P&T guidelines, faculty forms, course programs, and other relevant files.

Key Responsibility:

Leadership of Staff Functioning Engagement and Work Flow Efficiency

Essential Tasks:

  • Serves as the Dean’s liaison to School of HHS staff.
  • Monitors School of HHS staff engagement and works collaboratively with School of HHS staff and the Assistant Deans of Operations, and Special Projects, and the Dean to identify strategies to continuously improve staff engagement and morale.
  • Works collaboratively with the School of HHS staff and the Dean for continuous improvement partnership and teamwork among the School of HHS Dean’s Office Staff.
  • Provides broad leadership across School of HHS staff functioning, including staff morale, equity and diversity, workflow efficiency, strategies for School of HHS efficiency across the School of HHS staff organizational structure, and managing effective staff communication and teamwork.

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

Competency:

Problem Solving

Competency Description:

Analyzes and resolves unusual and novel situations based on significant knowledge of organizational activities, administrator’s priorities, and delegated authority. Exercises independent judgment and understands the impact of the decisions on the administrators’ role and commitments. Ability to coordinate and facilitate solutions with internal and external organizations and constituents within delegated authority from the administrator.

Competency Level:

Journey

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

Competency:

Communication-Written

Competency Description:

Independently assimilates and composes materials for the administrator to use in a variety of settings (i.e. publications, website, etc.) Edit documents to incorporate the administrator’s personal style.

Competency Level:

Journey

Competency:

Information/Records Administration

Competency Description:

Independently researches information affecting organizational goals and objectives and administrator’s decision-making needs. Interprets and summarizes information based on program knowledge, organizational goals, and priorities.

Competency Level:

Journey

Competency:

Interpersonal Skills

Competency Description:

Prioritizes and negotiates organizational needs regarding meetings, timeframes, and deadlines. Exercises delegated authority to speak on behalf of the administrator regarding a variety of administrative and programmatic matters.

Competency Level:

Journey

Physical Effort:

Reading - C, Writing - C, Hearing - C, Talking - C

Work Environment:

Inside - C

 

 

 

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Job No:
Posted: 6/4/2021
Application Due: 6/11/2021
Work Type: Full Time
Salary: