Executive Assistant

Applicants are required to upload a list of at least three (3) professional references that includes: Name, Company Name, Type of reference (Professional, Supervisor, Colleague, Academic, or Personal). One (1) of those references will need to be a current or previous supervisor. Email Address Contact Phone Number.

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.

Primary Purpose of the Organizational Unit

The Division of Student Affairs encourages students to be engaged citizens through enriching their personal and professional development in a diverse and inclusive community of care. Student Affairs goals include:

• Collaborating to create a vibrant student-centered environment support student learning, engagement, service, and leadership while preparing students to contribute to a global society.
• Create a culture of care and support for all students which empowers them to take an active and influential role in their collegiate experience.
• Cultivate opportunities to enrich the student experience and the University's rich traditions in celebration of diversity, service, life-long learning and Spartan Pride.
• Serve as wise stewards of University resources.

Position Summary

The primary purpose of the position is to provide administrative support to the Vice Chancellor and two Associate Vice Chancellors. In addition, it is expected this position will provide support as needed to the staff in the Office of the Vice Chancellor and manage the front office and day to day duties associated with assisting, greeting guests, and planning of various divisional activities.

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.

Key Responsibilities

Receptionist

Independently directs workflow for the Division Office staff including setting standards for visitor and guest services, monitoring calendars, making referrals to relevant departments within Student Affairs and the University and executing administrative processes. Must have knowledge of the functions of the departments within Student Affairs and other key departments on campus. Coordinates the enforcement of applicable University and departmental rules and guidelines in conjunction with other members of the administrative operations staff. Manages the front desk, serves as primary office coverage and is responsible for being professional and respond with a high level of accuracy and sensitively in acknowledging all visitors in person and on the phone.

Business Functions

Processes and monitors the Division travel and communicates with the Business Officer regarding reimbursement issues. Serves as time entry proxy, P-Card holder for the Division office and is responsible for staying abreast of changes affecting purchases and regulations. Processes BAN-FIN forms, employee reimbursements, and submits Telephone Services and Facilities work orders for the Division Office. Maintains and tracks inventory of office supplies and equipment. Assists with and serves as a resource for student assistants in the day to day office operations.

Assistant to Vice Chancellor and Associate Vice Chancellors

Manages and monitors complex calendars for the Vice Chancellor and two Associate Vice Chancellors. Independently prioritizes competing demands for scheduling, prepares and distributes materials, schedules rooms and audiovisual equipment and catering. Anticipates consistently evolving scheduling. Completes all travel arrangements for the VC and AVCs. Oversees and manages departmental and university wide requests for the VC and AVC's attendance at events.

Event Coordination

Works with senior leadership to assist with the planning for and execution of events such as quarterly all-staff meetings, campus speakers and presentations, special programs, etc. Responsible for coordinating with internal and external vendors for services, quotes, payments, and event details.