Executive Assistant - Job at University of North Carolina Charlotte in Charlotte, NC

Executive Assistant

Charlotte, NC

Posted 14 days ago

Email Job

Job Description

Executive Assistant

Please see Special Instructions for more details.

UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits

The finalist may be subject to a criminal background check and/or motor vehicle report.

Please upload reference information including names, position titles and company/institutions, phone numbers, and email addresses of at least two current/previous supervisors.

The Search Committee will not contact references without first verifying permission with the finalist.

Please ensure your full range of knowledge, skills, abilities, experience, and education are listed on your application.

Do not write 'see resume' on your application when completing the job duties section.

Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions. (see the job duties section of previous employment).

Please submit a resume and cover letter with your application if requested.

These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education, and professional experience.

Position Information

General Information

Vacancy Open to	All Candidates
Employment Type	Permanent - Full-time
If time-limited, note appointment end date
Hours per week	40
Months per year	12
Position Number	000348
NC Salary Grade Equivalency	GN10
Classification Title	Executive Assistant - Journey
Working Title	Executive Assistant
Salary Range	$53,837 - $59,221
Anticipate Hiring Range	$53,837 - $54,000
FLSA Status	Non Exempt
Division	University Advancement
Department	Alumni Affairs (Adm)
Work Unit	Alumni Engagement
Work Schedule	8:00 am - 5:00 pm; Monday - Friday with occasional evening and weekend hours required, as necessary.
Primary Purpose of Position	This position serves as an Executive Assistant - providing executive-level support to the Executive Director of Alumni Engagement. Serves as the primary office manager and provides oversight of administrative operations in the Office of Alumni Engagement. Additionally, this position is responsible for providing broad based support for the Executive Director including: volunteer and alumni/donor management; project and database management; budget management; event planning; conducting research; and preparing written correspondence.
Minimum Education/Experience	Required Minimum Qualifications: Graduation from high school and three years of progressively responsible administrative/office management experience; or graduation of a two-year secretarial science or business administration program and one year of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field; or an equivalent combination of training and experience. University Preferred Qualifications: Graduation from high school and demonstrated knowledge, skills and abilities gained through five years of progressively responsible administrative/office management experience; or graduation of a two-year secretarial science or business administration program and three years of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field and two years of progressively responsible administrative/office management experience; or an equivalent combination of training and experience.
Essential Job Duties	Manage the Executive Director's calendar with delegated authority to adjust schedule when necessary. Provide day-to-day administrative support to the Executive Director, including scheduling department meetings with staff, constituents, vice chancellor and chancellor; coordinating and preparing materials for events and meetings. Monitor the departmental budget, reconcile expenditures, process invoices and reimbursements. Access Banner Advancement, Advancement Report Central and Banner SSB to pull alumni reports for the Executive Director and to review guest lists for alumni events. Arrange travel for the Executive Director and Alumni Engagement staff, as needed. Oversee stewardship activities for alumni volunteers.
Other Work Responsibilities	Other duties as assigned by the Executive Director of Alumni Engagement.
Departmental Preferred Experience, Skills, Training/Education	Bachelor's degree preferred. Two to four years of administrative experience, including supporting a senior level executive and managing a complex calendar. Prior experience in higher education, preferably in Alumni Affairs. Familiarity with UNC Charlotte and working knowledge of University systems such as Banner, 49er Mart and Purchasing Card (P-Card) is highly preferred. Experience with budget tracking, purchasing, processing invoices, reimbursements, and reconciliation of expenditures. Selected candidate will possess great customer service and relationship building skills. Strong written and verbal communication skills. Attention to detail and accuracy is essential. Excellent technical skills including proficiency in Microsoft Office, Google Suite, and web-based applications. Must be comfortable with learning new software platforms.
Necessary Licenses or Certifications
Work Location	Harris Alumni Center
Posting date	05/18/2024
Closing date	06/02/2024
Proposed Hire Date	06/10/2024
Contact Information
Special Notes to Applicants	UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits The finalist may be subject to a criminal background check and/or motor vehicle report. Please upload reference information including names, position titles and company/institutions, phone numbers, and email addresses of at least two *current/previous supervisors.* The Search Committee will not contact references without first verifying permission with the *finalist*. Please ensure your full range of knowledge, skills, abilities, experience, and education are listed on your application. Do not write 'see resume' on your application when completing the job duties section. Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions. (see the job duties section of previous employment). Please submit a resume and cover letter with your application if requested. These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education, and professional experience.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

* How did you hear about this employment opportunity?
- UNC Charlotte Website
- HERC Job Board
- Inside Higher Education
- Circa (formerly known as Local JobNetwork)
- Another Website
- Agency Referral
- Advertisement/Publication
- Personal Referral
- Other
Where did you learn about this posting?
(Open Ended Question)
* Do you have professional experience scheduling and supporting a senior level executive? If so, please explain your experience.
(Open Ended Question)
* Do you have previous professional experience working in Higher Education? If so, please explain your experience.
(Open Ended Question)
* Do you have experience with budget management, purchasing, and processing invoices? If yes, please explain your experience.
(Open Ended Question)
* Please describe your experience with Microsoft Office and Google Suite. Would you rate your proficiency level as beginner, intermediate or advanced?
(Open Ended Question)

Applicant Documents

Required Documents

Resume / Curriculum Vitae
Cover Letter / Letter of Interest

Optional Documents

Contact Information for References

The University of North Carolina at Charlotte is an Affirmative Action/Equal Opportunity employer and an ADVANCE Institution that strives to create an academic climate in which the dignity of all individuals is respected and maintained. Women, minorities, veterans, and individuals with disabilities are encouraged to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status, disability, gender identity or sexual orientation.

Job Summary

Company

University of North Carolina Charlotte

Start Date

As soon as possible

Employment Term and Type

Regular, Full Time

Work Hours (i.e. shift)

Salary and Benefits

$53,837 - $59,221

Required Education

High School or Equivalent

Required Experience

1+ years