University of North Carolina- Chapel Hill Executive Assistant in United States

Employment Type: Permanent Staff (SHRA)

Vacancy ID: P007343

Salary Range: $45,000-$59,437

Position Summary/Description:

The primary purpose of this position is to provide a variety of administrative functions to the Finance and Administration (F&A) Service Center of Excellence (SCE). This position will provide direct administrative support to the Executive Directors of Human Resources, Finance, Information Technology, Communications and Marketing, and Continuous Improvement & Staff Development SCE functions. This position is also responsible for assisting with the operations functions of the center.

Major Duties Include:

(1) Administrative Support for Service Center of Excellence (SCE) Executive Directors and Operations:

  • Directs the day to day work of the SCE administrative staff, which includes:
  • Unlocking and locking front doors of SCE;
  • Greeting and logging visitors to the Service Center of Excellence;
  • Answering multi-line main telephone, directing calls and taking messages;
  • Coordinating incoming and outgoing mail and delivery of packages;
  • Maintaining office supply inventory and ordering;
  • Ensuring general tidiness and stocking of lobby, break rooms, conference rooms and other common areas;
  • Copy room coordination and 1st level of copier support;
  • Coordination of service parking permits and electric car program;
  • Coordinates SCE events; serves as primary contact for caterers and other vendors;
  • Provides recruitment and search committee support for executive directors and managers, schedules applicant interviews, prepares search committee applicant review packets, and all other requests as needed;
  • Schedules the use of conference rooms maintained by the SCE; assists with scheduling use of other campus conference rooms;
  • Creates and updates Microsoft Office documents for regular operational needs;
  • Serves as main point of contact for reporting and resolving building/equipment repair and maintenance requests for SCE team;
  • Oversees SCE voice mail system and general email inboxes;
  • Serves as a parking coordinator for SCE team; helps communicate information about employee and visitor parking;
  • Manages building key and One Card access to the SCE building;
  • Provides administrative support to special projects and committees, such as Project Achieve for Transitioning High School Students (PATHSS);
  • Provides back-up office support to other F&A offices as needed, including Finance, Facilities Services, and the UNC Property Office.

(2) Calendar Management and Document Creation: * Regularly manages the calendars for the SCE Executive Directors and assists other SCE managers as needed; * Creates and modifies various documents using Microsoft Office, including proofreading for accuracy; * Routes documents for signature; * Prepares and distributes correspondence for the SCE Executive Directors or other managers as needed; * Provides administrative support for SCE and University-wide meetings and committees; * Manages and maintains SCE conference room calendars; * Manages and maintains SCE electric car calendars;

(3) SCE Liaison:

  • Acts as the Purchasing Card holder for the SCE, performs purchasing, collects receipts and submits for monthly reconciliation;
  • Assists Executive Directors with travel arrangements and reimbursements;
  • Manages internal operational budgets;
  • Coordinates SCE committee and club charters and membership;
  • Coordinates employee service award distribution.

Education and Experience:

High school diploma or equivalency and three years of progressively responsible administrative/office management experience; 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.

Essential Skills:

Interpersonal Skills: Prioritizes and negotiates organizational needs regarding meetings, time-frames, and deadlines. Exercises delegated authority to speak on behalf of the administrator regarding a variety of administrative and programmatic matters.

Knowledge-Program: Demonstrates significant knowledge of the goals, priorities, and commitments of the administrator and operational structure. Demonstrates considerable knowledge of the programs and culture of the organization. Applies knowledge of strategic goals, organizational practices, and critical policies, laws, rules, and regulations that impact the mission of the organization. Work requires an awareness of internal and external constituents and organizations with which the administrator’s commitments must be coordinated.

Problem Solving: Analyzes and resolves unusual and novel situations based on significant knowledge of organizational activities, administrator’s priorities, and delegated authority. Exercises independent judgment and understands the impact of the decisions on the administrator’s role and commitments. Ability to coordinate and facilitate solutions with internal and external organizations and constituents within delegated authority from the administrator.

Planning and Organizing: Uses judgement and independence to make changes to schedules and matters of the administrator. Attends administrator’s meetings to stay abreast of an prioritize issues. Tracks and monitors pending issues for follow-up and independently develops agenda for future meetings. Organizes and assimilates documents of agency/university boards, hearings, and/or commission meetings.

Communication-Written: Independently assimilates and composes materials and speeches for the administrator to use in a variety of settings (i.e. publications, web site, etc.) Edit documents to incorporate the administrator’s personal style.

Information/Records Administration: Independently researches information affecting organizational goals and objectives and administrator’s decision-making needs. Interprets and summarizes information based on program knowledge, organizational goals, and priorities.

Budgeting: Exercises responsibility for administering the budget, which includes making recommendations regarding the use and distribution of funds.

General knowledge of office management techniques; ability to practice effective communication techniques both orally and in writing; effective supervisory practices and ability to plan and supervise the work of others.

The individual in this position must possess strong interpersonal and oral communication skills. This position requires the ability to establish and maintain effective working relationships with a diverse body of individual colleagues and groups at all levels of the University hierarchy, as well as individuals and groups representing external interests.

The ability to analyze and interpret policies and regulations, to answer questions, and to resolve problems is essential. To meet this expectation, it is necessary that the individual in this position take the initiative to seek out the sources of information and pieces of data needed to respond accurately and in a timely manner.

The ability to multi-task is essential for the individual in this position. Setting and maintaining priorities for the many high-level tasks that must be accomplished within a given time frame is vital.

It is also important that the individual in this position is able to work effectively with the other Finance and Administration staff, and any other University employees hired to carry out the activities that fall under the purview of this position.

Ability to interpret policies and procedures to ensure application of sound business practices.

Ability to analyze moderately complex business operations, and to develop and edit written documents and reports that span across functional areas.

Preferred :

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.

Experience with Microsoft Office products is preferred, especially Word and Excel. Some experience with University financial and HR/payroll systems is also preferred.

AA/EEO Statement:

The University of North Carolina at Chapel Hill is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender, gender expression, gender identity, genetic information, race, national origin, religion, sex, sexual orientation, or status as a protected veteran.