Job description
Please see Special Instructions for more details.
PLEASE NOTE: This posting will close at 11:59PM (Eastern time) on the posted closing date. To receive full consideration, please be sure you have fully completed the entire application, including the ‘Work History’ section, before you apply for this position. Failure to answer all required questions will cause the system to disqualify your application. Applications must be submitted through the online application system to be considered.
Executive Assistant
Working Title
Executive Assistant
Competency Level
Contributing
Dept/School
Enrollment Affairs Admin - 30100
Primary Purpose of Organizational Unit
Student Engagement, Enrollment, and Retention (SEER) is one of eight primary functional areas within the Division of Academic Affairs at UNCW. SEER’s mission is to support students throughout their academic career, from recruitment to graduation, to advance student success as well as institutional goals for retention and degree completion. SEER includes multiple units include Admissions, Military Affairs, Registrar, Scholarships & Financial Aid, Student Athlete Support Services, Transfer Partnerships, Student Success Data and Research, and University College. Each unit has a director reporting to the Associate Provost for SEER.
College
Enrollment Affairs Admin - 30100 College
College/School Information
University Information
The University of North Carolina Wilmington, the state’s coastal university, is dedicated to the integration of teaching, mentoring, research and service. Widely acknowledged for its world-class faculty and staff and continuously recognized at a national level for scholarly excellence and affordability, UNCW offers a powerful academic experience that stimulates creative inquiry and critical thinking and a community rich in diversity, inclusion and global perspectives.
A public institution with nearly 18,000 students, UNCW offers a full range of baccalaureate- and graduate-level programs, as well as doctoral degrees in educational leadership, marine biology, nursing practice and psychology; and many distance learning options, including clinical research, an accelerated RN-to-BSN program, an Executive M.B.A. program structured for working professionals, and the nation’s only bachelor’s degree program focused on coastal engineering.
The university’s efforts to advance research and scholarly activities have earned UNCW the elevated designation of “Doctoral Universities: High Research Activity” institution (R2 University) by the Carnegie Classification of Institutions of Higher Education.
UNCW has been part of the University of North Carolina System since 1969.
A public institution with nearly 18,000 students, UNCW offers a full range of baccalaureate- and graduate-level programs, as well as doctoral degrees in educational leadership, marine biology, nursing practice and psychology; and many distance learning options, including clinical research, an accelerated RN-to-BSN program, an Executive M.B.A. program structured for working professionals, and the nation’s only bachelor’s degree program focused on coastal engineering.
The university’s efforts to advance research and scholarly activities have earned UNCW the elevated designation of “Doctoral Universities: High Research Activity” institution (R2 University) by the Carnegie Classification of Institutions of Higher Education.
UNCW has been part of the University of North Carolina System since 1969.
Location of Workplace
Main UNCW Campus
Brief Summary of Work for this Position
The Executive Assistant provides support and assistance to the Associate Provost for SEER in the following areas:
1. Scheduling and Meeting Assistance
1. Scheduling and Meeting Assistance
- Maintain a schedule of regular meetings with the Associate Provost’s direct reports and campus partners, who meet monthly, weekly, or quarterly.
- Maintain a schedule of monthly committee meetings throughout the year.
- Set up meetings with senior executives who have changing schedules and limited availability.
- Manage the calendar to fit in meetings, identify what can be moved around, and when breaks are needed for travel, executive planning, and project work time.
- Identify on- and off-campus space for meetings and book meeting locations.
- Use Zoom to create meetings, manage breakout rooms, use other in-meeting tools, and host hybrid meetings with some participants in person and virtual.
- Take notes during meetings, write meeting minutes, and save documentation from meetings.
- RSVP to meeting and event requests.
- Prepare materials for meetings and provide set-up and clean-up in-person meetings as needed.
- Preload PowerPoint and have Zoom ready prior to the start of meetings.
- Document meeting agendas and/or background information within appointments on the calendar.
2. Event Planning
- Help plan and support leadership retreats 3-4 times per year.
- Help plan and support occasional breakfast, lunch, or dinner working events.
- Help plan and support semi-annual team-building events and activities for all SEER staff (approximately 135 employees).
3. Purchasing and Travel
- Make purchases for the Associate Provost and select directors within SEER.
- Purchase meeting and office supplies · Register for conferences, arrange travel, and submit for travel reimbursements.
- Purchase food and other materials for events or activities.
4. Website
- Serve as content manager for the SEER website, which does not require website development skills, but it does require the Executive Assistant carefully write, edit, change, and proofread written materials for the website.
5. Greet Guests and Keep Associate Provost on Schedule
- Be ready for guests who arrive at the office for scheduled appointments.
- Greet guests professionally, ask guests to wait when needed, and walk them back to the office.
- Check to ensure meetings are running on time and the Associate Provost ends meetings on time as well as leaves for meetings on time.
- Ensuring transportation ready for meetings scheduled back to back and requiring travel across campus.
6. Document Organization
- Collect documents needed for meetings · Help organize documents in Teams · Make copies for meetings.
7. Phone, Listservs, and Email Groups
- Answer phone and respond to phone messages for the Associate Provost.
- Update and maintain a listserv for all SEER staff and select working groups.
- Create and update email distribution groups.
8. Leave Keeping
- Serve as the leave keeper for the area, ensuring that employees are entering time and supervisors are approving time.
9. Office Supplies and Technology
- Maintain inventory of office supplies and replenish as necessary.
- Maintain inventory of computers and printers.
- Ensure printers have ink and are functioning.
- Enters in tickets as needed for computer or IT support.
Minimum Education and Experience Requirements
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. Degrees must be received from appropriately accredited institutions.
Preferred education, professional skills and experience
- Graduation from a four-year college or university with a Bachelor’s Degree, preferably with a major emphasis on Business administration or a related field, and 5 or more years of experience supporting a senior leader at a college or university
- Skilled at scheduling and maintaining a quickly changing schedule for a busy executive.
- Capable of prioritizing and making progress on a quickly evolving list of to-do items.
- Ability to work independently with minimal supervision
- Confident and capable of asking for help when needed
- Solution-oriented with a can-do attitude; will seek out solutions to problems independently.
- Skilled at setting up in-person and virtual meetings
- Must have experience with Zoom, including creating meetings, managing breakout rooms and meeting tools, and hosting hybrid meetings with some participants in-person and some virtual
- Ample experience with Microsoft Office Word, Excel, PowerPoint, SharePoint, and Teams.
- Customer service oriented and skilled at creating a welcoming and responsive atmosphere for visitors and campus partners
- Experience with University purchasing processes and reconciliation
- Experience booking travel and conference reservations
- Knowledge of the undergraduate student experience and a commitment to helping all students succeed at UNCW
- Ability to update written website content
- Ability to plan and host events such as leadership retreats, breakfasts for campus partners, and an annual picnic for the SEER staff and campus partners
- Highly organized, reliable, and trustworthy, demonstrating professional and courteous service
Required Certifications or licensure
No required certifications
FTE
1.0 (40 hours per week)
Months Per Year
12 Months
Work Days
Monday - Friday
Work Hours
8:00AM - 5:00PM
Type of Position
Permanent
Anticipated Ending Date if Time-Limited
Position Number
8309
Job Posting Date
12/20/2022
Posting Close Date
01/08/2023
Number of Openings
Single Incumbent
Special Notes to Applicants
PLEASE
NOTE
: This posting will close at 11:59PM (Eastern time) on the posted closing date. To receive full consideration, please be sure you have fully completed the entire application, including the ‘Work History’ section, before you apply for this position. Failure to answer all required questions will cause the system to disqualify your application. Applications must be submitted through the online application system to be considered.
EEO Statement
At the University of North Carolina at Wilmington (UNCW), our culture reflects our values of inclusion, diversity, globalization, ethics and integrity and innovation and we are committed to providing equality of educational and employment opportunity for all persons without regard to 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. UNCW believes that embracing the unique contributions of our faculty, staff and students is critical to our success and paramount in being recognized for our global mindset.
Eligibility for Employment
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. UNC Wilmington participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
External Link to Posting
https://jobs.uncw.edu/postings/27105
Applicant Documents
Required Documents
Optional Documents
- Resume
- Cover Letter
- List of 3 Professional References
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