Executive Assistant

Classification Title
Executive Assistant

Working Title
Executive Assistant

Position Type
SHRA Non-Exempt

Position Number
004310

Full/Part Time
Full-time

School/Department Information
The University of North Carolina School of the Arts trains talented students from high school to graduate school for professional careers in drama, dance, design and production, film, music, and visual arts. Students are admitted by audition or interview to the schools of: Dance, Design & Production, Drama, Filmmaking, and Music. The Division of Student Affairs serves the physical, social, and emotional needs of a highly diverse student body, ages 13+, in the areas of health, wellness, counseling, transportation, orientation, residence life/housing, activities, and student development.

Primary Description of Work
Works alongside the Vice Provost of Student Affairs to provide administrative collaboration and support in areas of budget management and oversight, purchasing, human resources (hiring paperwork and contracts, maintaining organizational chart and list serves), calendar, travel, correspondence, project management, email management for Vice Provost of Student Affairs. Provides support to various areas within Student Affairs, as needed.

Work Schedule and hours
Monday- Friday 8:00am - 5:00pm
Occasional evenings and weekends

Description of Responsibilities and Duties
Support Vice Provost of Student Affairs

• Independently manage the daily schedule for Vice Provost of Student Affairs, including scheduling new meetings and moving planned meetings to accommodate 'as arises' issues.
• Book meeting spaces in 25-live and work with Housekeeping and IT/AV personnel to ensure proper set up.
• Schedule travel, submitting necessary authorizations, mindfulness of cost efficient options, process reimbursements, reconcile Travel and P Card charges.
• Manage and prioritize inbox of Vice Provost of Student Affairs.
• Prepare and distribute various meeting agendas.
• Prepare and distribute minutes from various meetings, following up with various staff on 'action items' and providing updates to Vice Provost of Student Affairs.

Financial Management/Budget

• Knowledgeable of various fiscal processes and policies, encompassing both state and foundation funds.
• Monitors budgets to ensure department is working within established budgeted projections
• Completes budget transfers, as necessary.
• Orders and procures necessary supplies for department.
• Monitors renewal dates and processes invoices for contracted services.
• Reconciles P-card and T-Card packets, as needed.

Project Management

• Support strategic initiatives and programs of the Vice Provost through logistical management.
• Provide back-up administrative support for department with P-card purchasing and reconciliation process.
• Routinely coordinates and facilitates solutions with internal and external organizations and constituents with regards to scheduling meeting spaces.
• Manage the flow of confidential and time sensitive information.

Minimum Qualifications
Experience in office management, executive assistant, or business supervision in a constantly changing environment. Demonstrated understanding of administrative principles, ability to prioritize, proficiency with Microsoft Office software programs, familiarity with accounting practices, considerable knowledge of office techniques, ability to practice effective communication, skill in organizing work flow and coordinating activities. Excellent written and oral communication skills are a must. Familiarity with UNCSA policies and procedures and Banner SunGard (student and finance) software a plus.

Preferred Qualifications
004310

Terms of Employment
S1 12 month

Knowledge, Skills and Abilities

• 3 years of administrative experience reflecting progressive increase in responsibilities and skills.
• Effective organizational, interpersonal, and verbal communication skills.
• Strong written communication skills.
• Strong attention to detail with experience in reviewing data and information for completeness and accuracy using standard guidelines.
• Competency in the use of established filing and data systems, functions, and/or procedures.
• Proficiency in the use of Microsoft Word, Excel, Powerpoint and common business software applications.
• Proficiency in the use of Microsoft Outlook to schedule and coordinate meetings.
• Experience with research and consultation of resources such as policies, manuals or other staff to respond to questions/issues that deviate from standard operating procedures.
• Ability to coordinate tasks and establish priorities in response to work flow of the office or work unit.
• Understanding of programs and services to apply this knowledge in problem-solving and responding to most questions and inquiries.
• Demonstrated professionalism and confidentiality appropriate for an executive-level department.

Special Conditions for Eligibility


Posting Number
AS602P

Close Date
4/24/2025

Open Until Filled
No

Salary Range
$54,000 - $60,978 (GN10)

Recruitment Range, if applicable


Special Instructions to Applicants
The University of North Carolina School of the Arts is an equal opportunity and affirmative action employer and all qualified applicants are welcome to apply without regard to age, color, disability, gender, gender identity, gender expression, genetic information, national origin, race, religion, sex, sexual orientation, national guard, or veteran status. The application must be completed in full detail (including work history) for your qualifications to be considered. Failure to complete the application process as required by state regulations will result in your application being rejected for the vacancy and you will not be considered for the position. The UNCSA 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. Final candidates are subject to criminal background checks.

EEO Contact Information
Applicants needing assistance with the application process are asked to contact: [email protected]

To apply, visit https://employment.uncsa.edu/postings/9757







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