Executive Assistant - #002932

Western Carolina University continues to rank high on Forbes 'Best Employers' lists each year. Including:
* 2024 - Ranking in the top 8.5% on Forbes 'America's Best Midsize Employers' list, WCU was ranked 34 out of the top 400 employers across all industries.
* 2023 - Ranked in the top 20% on Forbes 'America's Best Midsize Employers' list, WCU was ranked 97 out of the top 500 employers across all industries.
* 2022 - Ranked 14th in the top 100 employers in North Carolina in Forbes 'America's Best Employers by State' list.
Western Carolina University is the UNC system's westernmost campus and has been consistently ranked as one of the top 15 public regional institutions in the South.
Employees of WCU are provided a comprehensive benefits package as well as other resources, policies and programs to ensure a happy and healthy work/life balance. Benefit eligible employees have access to dental, vision and health insurance plans - eligibility begins on the first of the month following date of hire. Retirement plan contributions begin on the eligibility date following election and include employer contributions for either a defined contribution or a defined benefit plan. Optional disability plans are also available.
Eligible employees have access to tuition waivers for up to three courses per academic year; employee may enroll at any of the constituent UNC System campuses. Also offered are free group exercise classes multiple times per week, a discounted membership to the campus recreation center, free vaccine and booster shots offered on campus, pretax flexible spending accounts, 12 paid holidays and 24 hours of paid community service leave each year. Leave earning employees (staff and 12-month faculty) who work at least half of the working days of their first month of employment will begin accruing vacation and sick leave immediately. Paid parental leave after 12 months of continuous service.
WCU offers an abundance of training and development programs, certifications, workshops and conferences - many of which are offered free of charge.

The primary location of this position is the Cullowhee, NC campus.

This position is the Executive Assistant to the Dean and Associate Dean of Library Services.

The person in this position provides administrative support to the Dean and Associate Dean by managing and maintaining calendars, scheduling and coordinating meetings, serving as a point of contact for customers and stakeholders, and drafting internal and external communications. This position also assists the library building coordinator and serves as a backup liaison with Facilities Management. These backup liaison duties include composing and submitting work requests for the library and communicating with building occupants about facility issues. The Executive Assistant is responsible for building access and security, maintaining keys to the building, and keeping the records/key inventory log for the library.

The Executive Assistant serves as the Library's liaison with Human Resources for time sheets, leave management, and library faculty and staff recruitment activities. Recruitment duties include working with hiring managers on job descriptions and job postings, monitoring and reporting on the status of searches, and coordinating the logistics of candidate visits.

The Executive Assistant plays an important role in the library faculty's annual faculty evaluations ( AFE) and the tenure, promotion, and reappointment ( TPR) process by maintaining confidential files for library faculty, providing documentation as needed, and ensuring that folders contain all the appropriate information to be submitted to the Office of the Provost to meet established deadlines.

This position coordinates event logistics and catering for library events.

Serves as a primary point of contact and coordinator of communications between the LibCONEC committee, the Dean of Library Services, and library employees about annual appointments and elections of library personnel to university and library committees. Maintains and facilitates access to current and past documentation about library personnel serving on committees and groups.

* Will be an effective representative for Hunter Library and the Dean's office by exemplifying the library's core values and being customer-focused
* Familiarity with library systems and workflows, understanding of library operations and services
* Ability to independently find the correct answers to inquiries directed to the Dean's Office.
* Excellent verbal, written, and interpersonal communication skills
* Ability to take minutes and use specialized library vocabulary
* Ability to compose written communication for constituencies within and external to Hunter Library
* Ability to proofread and edit
* Advanced knowledge and ability with Microsoft Outlook and Microsoft Office products (Teams and SharePoint)

The Executive Assistant position maintains customer confidence by showing discretion and keeping information confidential.

Must be eligible to work in the United States without sponsorship.

* Ability to design, create, and edit complex Excel spreadsheets, Word documents, SharePoint sites, and PowerPoint presentations

* Ability to manage multiple calendars, and schedule appointments in Microsoft Outlook
* Ability to schedule and host Zoom/Teams meetings

* Excellent organizational and time management skills
* Ability to meet multiple/concurrent deadlines, deliverables, and commitments
* Demonstrated ability to consistently deliver high-quality work
* Ability to work independently and as a member of a team
* Ability to interpret verbal and written instructions
* Ability to interpret the policies, procedures, rules, and regulations of the organization
* Ability to work with confidential and sensitive information
* Ability to work with university systems such as CataMart e-Procurement and 25Live scheduling

Applicants must apply online in order to be considered.

Please include a cover letter, resume, and a list of references (with complete contact information).
Applicants must upload a DD-214 if claiming Veteran's Preference.

PLEASE COMPLETE ALL AREAS OF THE APPLICATION. INCOMPLETE APPLICATIONS MAY NOT BE GIVEN CONSIDERATION IN THE REVIEW PROCESS.

If no applicants apply, who meet the required Knowledge, Skills, Abilities/Competencies and Training and Experience requirements, then management may consider other applicants.

All new hires into positions subject to the State Human Resources Act ( SHRA) will serve a 12 month probationary period as defined by the North Carolina Office of State Human Resources ( OSHR).

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks.

Western Carolina University uses E-Verify to confirm employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify. Proper documentation of identity and employability are required at the time of employment.

All new employees are required to have listed credentials/degrees verified within 30 days of employment. All new employees who will be teaching are required to provide official transcripts within 30 days of employment. Transcripts should be provided for the highest earned degree and/or the degree which is being used to satisfy credential/qualification requirements.

Western Carolina University is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race; color; religion; sex; sexual orientation; gender identity or expression; national origin; age; disability; genetic information; political affiliation; National Guard or veteran status, consistent with applicable federal, state and local laws, regulations, and policies, and the policies of The University of North Carolina. Additionally, the University promotes the realization of equal employment opportunity for minorities, women, persons with disabilities, and veterans through its affirmative action program.
Persons with disabilities requiring accommodations in the application and interview process please call (828) 227-7218 or email at jobs@email.wcu.edu.

The Western Carolina University Annual Safety Report is available online at University Annual Safety Report or in hard-copy by request at the office of the Vice Chancellor for Student Affairs, 227 HFR Administration Building, Cullowhee, NC 28723 (828-227-7147) or the Office of University Police, 111 Camp Annex, Cullowhee, NC 28723 (828-227-7301). The report, required of all universities participating in Title IV student financial aid programs, discusses crime statistics, procedures for reporting suspicious or criminal activity, security, police authority, crime prevention strategies, university policies on substance abuse and sexual offenses, workplace violence and fire safety.