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Executive Assistant

Employer
University of North Carolina at Greensboro
Location
Greensboro, NC

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Job Details

Requisition Number:

S2506

Position Number:

002802

Position Classification Title:

Executive Assistant

Functional Title:

Executive Assistant

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 Nursing is entering a new era to Transform the Future of Nursing with Inclusive Communities, Passionate People, Innovative Practices, and Extraordinary Outcomes. We value and strive for diversity, respect, open communication, and excellence among students, staff, and faculty. The school is CCNE accredited and is an NLN Center of Excellence in Promoting the Pedagogical Expertise of Faculty. The School of Nursing has over 635 students enrolled in BSN, RN-BSN, MSN, MSN/MBA, DNP, and PhD programs. Please visit our website at www.nursing.uncg.edu.

Position Summary:

The Executive Assistant serves as the primary administrative support to the Dean of the School of Nursing (SON). The Executive Assistant serves as an extension of the Dean to assist the Dean in being effective, efficient, and productive in the Dean’s leadership of the School of Nursing. Duties range from standard office support to performance of administrative duties involving decision-making and judgment. The day-to-day functions require contact with the SON Leadership Team, Provost or Chancellor Offices, faculty members, program directors, staff, students and offices of other Schools/College Deans, other agencies/universities, the advisory board, and alumni.

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:

  • Master’s degree; At least 3 years of recent employment experience within a university setting and experience working for senior-level administration
  • Previous experience in program or project management
  • Experience managing a complex calendar that changes frequently based on priorities
  • High level of organization, accuracy, and attention to detail; Excellent interpersonal, verbal, and written communication skills
  • Ability to analyze, prioritize and keep track of multiple pieces of complex and often confidential information
  • Ability to work independently, anticipate needs and be a self-starter
  • High-level knowledge of relevant computer software programs including Windows Operating System, Microsoft Office programs, experience with word processing, spreadsheets, and databases. Gmail, Google calendar programs, use of the web for access to resources; and data and information management skills
  • Ability to work some evenings and weekends for special events of the School

The Ideal Candidate displays:
  1. Adaptability
  2. Organization
  3. Proactive Anticipation of Needs
  4. Excellent Communication Skills
  5. Client Service Mentality
  6. Broad Understanding of Business Concepts
  7. Team Player Disposition
  8. Computer/Technical Skills
  9. Critical Judgment

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

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

Recruitment Range:

$46,838 - $54,684

Org #-Department:

Dean's Office - NU - 12801

Work Hours of Position:

8 AM - 5PM M-F with some evening and weekends

Number of Months per Year:

12

Job Family:

Administrative & Managerial

Career Banded Title:

Executive Assistant

Open Date:

08/11/2022

Close Date:

09/16/2022

FTE :

1.000

FLSA:

Non-Exempt

Key Responsibility:

Supports the Dean in Leadership of the SON

Essential Tasks:

  • Maintains the Dean’s complex calendar and schedule with a special understanding of the nuances; assures that necessary information and documents for each meeting are provided
  • Proactively anticipates work needed to support the Dean
  • Develops correspondences for the Dean
  • Develops, schedules, and sends regular communications to faculty, staff, students, and constituents for meetings, announcements, and other decisions,
  • Controls access to Dean with appropriate communication to stakeholders and referral to other campus or SON administrators as appropriate
  • Assists as needed with writing and reviewing reports including proofreading and editing,
  • Maintains open and regular communication and correspondence with Provost, Chancellor, Dean’s Council, and Provost Council
  • Anticipates periods of heavy volume including multiple reporting deadlines, and annual reports, and assists in organizing and facilitating the work
  • Maintains the Dean’s organizational memberships
  • Assists with the preparation and processing of annual reports, including creating and updating templates and databases
  • Coordinates and arranges the Dean’s travel
  • Other duties as assigned by the Dean

Key Responsibility:

Manages the Office of the Dean

Essential Tasks:

  • Manages Leave Reports and Timesheets for Administrators, 12-month Faculty, and EHRA staff
  • Serves as administrator for School’s Google Groups/listservs
  • Assists with room reservations for SON spaces
  • Maintains extension list for SON Central in CANVAS
  • Processes Dean & Guest Travel
  • Assigns and helps to monitor parking in SON reserve spaces for visitors
  • Maintains the Organization Chart
  • Plans and coordinates various special events

Key Responsibility:

Supports Assigned Meetings, Committees, and the SON Advisory Board

Essential Tasks:

  • Provides administrative support to search committees
  • Coordinates Organizational meetings
  • Schedules/supports Executive Team meetings
  • Supports Advisory Board membership agendas, meeting schedules, and minutes
  • Other meetings as assigned by the Dean

Key Responsibility:

Supervising and Training New Staff/Student Workers

Essential Tasks:

  • Trains new students/staff on software, internet usage, or office equipment upon request
  • Orients new staff to UNCG policies, as needed
  • Assists with staff evaluations as delegated
  • Trains and coordinates work tasks for student workers; Tracks student work hours

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

Competency:

Knowledge - Program

Competency Description:

  • Demonstrates significant knowledge of the goals, priorities, and commitments of the administrator and operational structure.
  • Demonstrates considerable knowledge of the programs and culture of the organization.
  • Applies knowledge of strategic goals, organizational practices, and critical policies, laws, rules, and regulations that impact the mission of the organization.
  • Work requires an awareness of internal and external constituents and organizations with which the administrator’s commitments must be coordinated.

Competency Level:

Journey

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:

  • Uses judgment and independence to make changes to schedules and matters of the administrator.
  • Attends administrator’s meetings to stay abreast of and prioritize issues.
  • Tracks and monitors pending issues for follow-up and independently develops agenda for future meetings.
  • Organizes and assimilates documents for agency/university boards, hearings, and/or commission meetings.

Competency Level:

Journey

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

Physical Effort:

Hand Movement-Repetitive Motions - O, Hand Movement-Grasping - O, Holding - O, Reading - F, Writing - F, Hearing - F, Talking - F, Standing - O, Sitting - F, Walking - O

Work Environment:

Inside - C

Organization

UNCG at a Glance

Founded in 1891, The University of North Carolina at Greensboro is the largest and most diverse state university in the Piedmont Triad. Standing apart from other universities, the UNCG community is joined together by a shared value: We define excellence not only by the people we attract, but by the meaningful contributions they make. 

With more than 19,400 students and 2,500 faculty and staff, UNCG is the largest state university in the Piedmont Triad and has an annual economic impact of more than $1 billion. The campus has grown to include 30 residence halls and 30 academic buildings on 210 acres.

UNCG takes pride in being a learner-centered public research university. The College of Arts & Sciences and seven professional schools offer 79 undergraduate majors, 65 master's programs and 30 doctoral programs.

The university holds two classifications from the Carnegie Foundation for the Advancement of Teaching, as a “research university with high research activity” and for “community engagement” in curriculum, outreach and partnerships. More than $35 million in grants and contracts for research and creative activity are awarded to faculty members annually. Among the most prominent of UNCG's research initiatives are the Gateway University Research Park and the Joint School of Nanoscience and Nanoengineering. Both are partnerships with North Carolina Agricultural and Technical State University.

Globalization of the curriculum has expanded opportunities for international education, through new programs such as the UNC Exchange Program and the Lloyd International Honors College. In addition, innovative signature programs such as Building Entrepreneurial Learning for Life (BELL), Communication Across the Curriculum, Undergraduate Research and Freshman Seminars enhance the student experience.

As a cultural leader, UNCG offers concerts, lectures, dance and theater performances, exhibitions at the internationally known Weatherspoon Art Museum and readings by nationally known authors. In athletics, Spartan teams compete in nine women's and nine men's sports in Division I of the National Collegiate Athletic Association. With ethnic minority students making up 26 percent of the student body, UNCG is the most diverse of the UNC system's historically white campuses.

Although much has changed, some things remain the same. The university motto — “Service” — continues to be a guiding principle put into practice through all aspects of university life.

UNCG Schools and College of Arts & Sciences

The University's Academic Affairs Division consists of seven academic schools, the College of Arts & Sciences, the Graduate School and the Lloyd International Honors College. The names below are the ones currently in use. In some cases, the names have changed since the academic units were founded. The schools and their dates of establishment are: Graduate School 1921-22;College of Arts & Sciences 1969, Lloyd International Honors College 2005, Joint School of Nanoscience & Nanoengineering 2007, Joseph M. Bryan School of Business & Economics 1969, School of Education 1921, School of Health and Human Sciences 2011, School of Music, Theatre and Dance 2010, and School of Nursing 1966.

Achievements & Accolades

UNCG is garnering national attention and awards for its challenging academic programs, supportive environment and engaged community. Take a look at some of our latest accomplishments and meaningful contributions on campus, in the community and around the globe. Curious about more accolades, achievements, our student body, faculty and staff excellence and other signs of our success? Find out more at UNCG Now: http://newsandfeatures.uncg.edu/

Challenging Academic Programs

U.S. News & World Report ranked three UNCG online programs among the best in the nation in the 2015 list of Best Online Programs.

UNCG’s slate of online programs has earned a top 10 ranking for affordability from BestColleges.com.

The graduate program in the Department of Human Development and Family Studies has earned a Top 10 ranking by the The HDFS Report.

Supportive Environment

UNCG is a Military Friendly School for the fourth straight year, putting it in the top 15 percent of colleges and universities nationwide that are doing the most to support veterans and ensure their success.

UNCG is ranked among the best colleges for your money nationwide by College Factual, a new site that guides students through the college selection process.

The Education Trust singles out UNCG among the nation’s universities for its success at closing the gap in graduation rates between black and white students.

Engaged Community

For the fifth year in a row, UNCG has earned the “Tree Campus USA” designation for promoting healthy trees and encouraging the spirit of conservation. 

UNCG’s innovative dynamic mailbox system has been honored as one of University Business Magazine’s Models of Efficiency.

For the eighth consecutive year, UNCG is highlighted on Washington Monthly’s list of American universities that contribute most to the public good.

Careers at UNCG

UNCG is committed to the creation of an inclusive, collaborative and responsive university by attracting, retaining and developing a diverse community of talented individuals in support of the university's mission.

Company info
Website
Telephone
336-334-5009
Location
723 Kenilworth Street
Greensboro
NC
27402
US

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