Executive Assistant

University of North Carolina Charlotte

$51,498 - $64,378

United States, North Carolina, Charlotte

Feb 12, 2025

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.

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	003997
NC Salary Grade Equivalency	GN10
Classification Title	Executive Assistant - Journey
Working Title	Executive Assistant
Salary Range	$51,498 - $64,378
Anticipate Hiring Range	$51,498 - $57,936
FLSA Status	Non Exempt
Division	Research
Department	Div of Research (Adm)
Work Unit	Div of Research VC Office
Work Schedule	8:00 am - 5:00 pm; Monday - Friday with occasional evening and weekend hours required, as necessary. This position may be eligible for a telework schedule once onboarding into position is complete and with supervisor approval.
Primary Purpose of Position	Provide executive level professional administrative support to the Associate Vice Chancellor for Division of Research.
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	Provides executive level professional administrative support to the Associate Vice Chancellor for Division of Research. Conserves Associate Vice Chancellor's time by reading, researching, and routing mail and correspondence appropriately for immediate action and/or triaging to appropriate staff for handling; Must be able to prioritize multiple requests based on judgment of importance; drafts letters, reports and documents; prepares and edits correspondence, communications, presentations and other documents. Files and retrieves documents and reference materials; manages complex calendar of appointments for Associate Vice Chancellor, prioritizing functions and appointments ensuring that meetings, deadlines and other duties of the Associate Vice Chancellor are met. Professional demeanor required. Strong customer service skills with external and internal customers Maintain a liaison with all levels of internal administration, faculty/staff and students, and external public and media representatives. Strong communication skills, excellent telephone etiquette; tact and good judgment in confidential situations. Proficient computer skills and in-depth knowledge of relevant software, such as MS Office Suite. Strong experience using Google Mail and Calendar for managing complex schedule/calendar. Effective internet research skills; prepares agendas and reports. Develops/maintains skills in Salesforce database software for client management.
Other Work Responsibilities	Demonstrates a high degree of professionalism, initiative and independence in supporting the Associate Vice Chancellor on a wide variety of issues. Uses initiative to handle a wide variety of administrative duties to meet the Associate Vice Chancellor's goals. Develops in depth knowledge of the Associate Vice Chancellor's preferences to plan and manage calendar and office operations. Proactively determines steps to get deliverables to Associate Vice Chancellor in a timely fashion, i.e. calendar, travel logistics, meeting materials or reports. Serves as a liaison between the Associate Vice Chancellor and university constituents and external partners. Enhances the Associate Vice Chancellor's effectiveness by providing information and management support; maintains customer confidence with confidentiality and problem-solving skills. Exercises independent judgment, escalating serious or unique problems to high levels as appropriate. Coordinates and manages the daily schedule of the Associate Vice Chancellor. Assists the Associate Vice Chancellor in timely management of communications, written and via telephone, email and voicemail with a variety of constituents; develops and maintains accurate and organized electronic filing system of documents; Conserves Associate Vice Chancellor's time by reading, researching, and routing correspondence appropriately; drafts letters and documents; collects and analyzes information for reporting needs; maintains and promotes professionalism in all communications (verbal and written); maintains confidentiality as required. Serves as back-up to the Executive Assistant to the Vice Chancellor, Division of Research and works collaboratively to ensure cohesiveness and efficiency in operations. Other duties as assigned.
Departmental Preferred Experience, Skills, Training/Education	Bachelor's degree; five years of progressively responsible job-related experience; maintain confidentiality as appropriate. Adaptability and strong attention to detail and accuracy needed for position. Strong working knowledge of office practices and methods. Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on understanding of organization policies and activities. Ability to establish and maintain effective work relationships with students, faculty/staff, and external partners. Ability to communicate effectively/professionally orally, by phone, in person and in writing; strong technology skills, especially MS Office and Google Suite; Intermediate to Advanced skill level. E-procurement experience needed for the position including reimbursement processing and P-card reconciliation.
Necessary Licenses or Certifications
Work Location	Grigg Hall
Posting date	02/11/2025
Closing date	02/18/2025
Proposed Hire Date	03/31/2025
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. 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 five years of progressively responsible job-related experience as it relates to the position that you are applying to?
- Yes
- No
*
Do you have e-procurement experience that includes reimbursement processing and P-card reconciliation?
- Yes
- No
- Knowledge of with limited experience
- Knowledge of with no direct experience
*
Do you have experience with both Microsoft and Google Suite applications? Is so, please indicate which and the associated applications as well as your level of experience (beginner, intermediate, advanced).

(Open Ended Question)

Applicant Documents

Required Documents

Resume / Curriculum Vitae
Cover Letter / Letter of Interest
Contact Information for References

Optional Documents