Executive Assistant

Posting Details

Posting Details

Requisition Number S2784 Position Number 002680 Position Classification Title Executive Assistant Functional Title Executive Assistant Position Type Staff University Information

Located in North Carolina's third largest city, UNC Greensboro is among the most diverse, learner-centered public research universities in the state, with nearly 18,000 students in eight colleges and schools pursuing more than 150 areas of undergraduate and over 200 areas of graduate study. UNCG continues to be recognized nationally for academic excellence, access, and affordability. UNCG is ranked No. 1 most affordable institution in North Carolina for net cost by the N.Y. Times and No. 1 in North Carolina for social mobility by The Wall Street Journal - helping first-generation and lower-income students find paths to prosperity. Designated an Innovation and Economic Prosperity University by the Association of Public and Land-grant Universities, UNCG is a community-engaged research institution with a portfolio of more than $67M in research and creative activity. The University's 1,100 faculty and 1,700 staff help create an annual economic impact for the Piedmont Triad region in excess of $1B.

Primary Purpose of the Organizational Unit

The School of Education is committed to creating life-changing opportunities through education by providing transformative learning, leading innovation and discovery, engaging communities, and promoting equity and diversity.

Position Summary

The primary purpose of this position centers on four areas. First, to support the Dean with organizing meetings and communication, workflow of the Dean's Office, and maintaining administrative documents of the SOE. Second, this position provides key leadership of SOE Staff functioning, engagement, and workflow, identifying and implementing strategies for the continuous improvement of staff effectiveness, engagement, and happiness. Third, this position manages SOE facilities and associated planning of space allocation. Fourth, this position oversees operations and logistics of the SOE and associated functions.

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.

Additional Required Certifications, Licensures, and Certificates Preferred Qualifications Alternate Option

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Special Instructions to Applicants

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

Recruitment Range $63,309 - $65,400 Org #-Department Dean's Office

• ED - 12001 Work Hours of Position M-F 8am-5pm Number of Months per Year 12 Posting Requirements Job Family Administrative & Managerial Career Banded Title Executive Assistant Open Date 03/25/2024 Close Date 04/12/2024 FTE 1.000 FLSA Non-Exempt If other, please indicate If time-limited, please specify end date for appointment. Salary Grade Equivalency

Key Responsibilities

Key Responsibility

Manage the Dean's calendar and workflow

Essential Tasks

• Independently maintains Dean's calendar and uses judgement to make changes to scheduled based on knowledge of the Dean's responsibilities and issues of importance. Monitors calendar on a daily basis to ensure accuracy and look for conflicts.

• Schedule, plan, and organize retreats and other large meetings involving the SOE Dean, SOE Associate Deans, SOE Business Officer, and SOE staff and faculty, including SOE Academic Council, SOE Dean's Council, Faculty Assembly, SOE Staff Meetings, and Business Affairs meetings led by the SOE Business Office. This includes locating venue, catering, technology needs, and partnering with other members of the staff as needed. Address and resolve any unusual or new situations based on knowledge of the SOE and preferences of the administrator.

• Support the scheduling of meetings for the SOE Dean and SOE Associate Deans.

• Independently prepare materials and agendas for large SOE meetings, including, but not limited to, SOE Academic Council and Dean's Council meetings.

Key Responsibility

Oversee Dean's Office documentation and communication

Essential Tasks

• Serve as the point person of contact for faculty and staff general questions.

• Understand and effectively communicate program services, policies, and procedures for the SOE and UNCG.

• Provide coordination of annual faculty promotion and tenure dossier material organization and solicitation of external letters of review.

• Assimilate and compose information for the Dean from a variety of resources and on a range of topics pertaining to the SOE and the Dean's work.

• Independently prepares memos, letters and other documents on behalf of the Dean.

• Edit documents prior to final signature and dissemination.

• Composes and disseminates email correspondence for a variety of purposes with significant knowledge of SOE goals and priorities.

• Keep accurate and complete Deans files related to departmental matters, Instrument of Governance, P&T guidelines, faculty forms, course programs, and other relevant files.

Key Responsibility

Leadership of Staff Functioning Engagement, and Workflow Efficiency

Essential Tasks

• Serves as the Dean's liaison to SOE staff, including Dean's Office staff and SOE Administrative Assistants/Associates.

• Monitors SOE staff engagement and works collaboratively with SOE staff and the Dean to identify strategies to continuously improve staff engagement and morale.

• Works collaboratively with the SOE staff and the Dean to continuous improvement partnership and teamwork among the SOE Dean's Office Staff.

• Organize regularly scheduled meetings with SOE staff and serve as the point person for communicating relevant information to the Dean.

• Provides broad leadership across SOE staff functioning, including staff morale, equity and diversity, workflow efficiency, strategies for SOE efficiency across the SOE staff organizational structure, and managing effective staff communication and teamwork.

• Runs the day-to-day operations of the immediate Dean's Office staff and the SOE, which includes, but not limited to: time-off requests, hiring processes, onboarding of new staff, and conflict resolution to allow the Dean to focus on the increased visibility and the continuous development of the SOE.

Key Responsibility

Manage SOE facilities and Space Allocation

Essential Tasks

• Essential functions as SOE Building Manager involves the overseeing of the SOE to include, but not limited to: key facilitation, current room and classroom log for Space Management and Police Department, building inspections, general aesthetic of chairs, walls, carpet, etc., budget for renovations and upkeep in conjunction with Budget Office, and daily contact with Facilities Department in regards to SOE housekeeping staff and proper staffing needs for each floor of the SOE.

• Serve as point person and manage SOE space allocation and associated space allocation decision-making process. This includes managing the process for requests for space, leading the strategic and problem-solving process of optimizing the use of SOE space, generating and organizing institutional data on space utilization as needed to support allocation of resources and leading communication pertaining to space allocation and associated decisions.

• Maintain copiers in central mailroom, including paper supply and maintenance.

• Share the responsibility of maintaining the faculty/staff mailboxes in the SOE mailroom with faculties manager. Distribute mail when students are not available.

• Make reservations for conference rooms/lobby spaces in the SOE as requested by SOE faculty, staff, students, and the UNCG community.

• Assist with building needs such as fire and building inspections, facilities contact and sharing building information with the Dean.

• Organize and facilitate keys and building access for all SOE faculty and staff.

• Conduct monthly walk-throughs with Facilities Staff to ensure proper building upkeep.

• Conduct weekly walk-throughs of first and second floor classrooms.

• Dean's Office liaison for space management.

• Attend monthly meetings of facilities and space management.

Key Responsibility

SOE Operations & Logistics

Essential Tasks

• Serve as a key partner of the SOE Dean and Associate Deans in planning logistics of SOE-wide functions involving staff and facilities. This includes being a primary individual in decision-making for new SOE staff, strategizing how to address gaps in workflow efficiency pertaining to staff and administrative functioning of the SOE, how to improve the workflow efficiency of Associate Deans, and a key partner on issues pertaining to equity and diversity across faculty and staff in the SOE.

• Point of contact for all Departmental Chairs, Directors, and other University personnel for inquiries regarding SOE policies, procedures, and all notable information regarding faculty and staff in the SOE.

• Maintains a high-level of autonomy while helping outside Units, SOE Departments, and Deans Office establish, implement, and execute internal and external functions. As the Building Manager for the SOE, is frequently sought-out to conduct walk-throughs, development inclement weather and contingency plans for all events reserved to take place in the SOE.

Competency

Competency Knowledge

• Program Competency Description

Understanding and awareness of program services, policies, procedures, laws, rules, and regulations. Ability to demonstrate and apply this knowledge in performance of administrative support tasks. Ability to explain and interpret program information to clients/customers and staff.

Competency Level Advanced Competency Interpersonal Skills Competency Description

Ability to clearly convey, persuade, and negotiate information and ideas to individuals or groups.

Competency Level Advanced Competency Problem Solving Competency Description

Ability to identify and understand issues, problems, and opportunities; determines course of action; develops appropriate solutions.

Competency Level Advanced Competency Planning and Organizing Competency Description

Ability to develop ideas into plans of action and to coordinate the actions through implementation.

Competency Level Advanced Competency Communication

• Written Competency Description

Ability to present ideas clearly and effectively in written form; ability to edit, adjusting language or terminology to meet needs of the audience or as appropriate; ability to use correct grammar, organization, and structure.

Competency Level Advanced Competency Information/Records Administration Competency Description

Ability to compile, assimilate, organize, and analyze printed and electronic information. Ability to apply knowledgeof data research and manipulative analysis.

Competency Level Advanced

ADA Checklist

ADA Checklist

"R" for Rare (0-30%), "O" for Occasional (30-60%), "F" for Frequent (60-90%), "C" for Constant (90-100%)

Physical Effort Reading, Writing, Hearing, Talking, Standing, Sitting, Walking, Lifting-0-30 lbs. Work Environment Inside

Applicant Documents

Required Documents

• Resume/CV

• Cover Letter

• List of References

Optional Documents

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• Are you eligible to work in the United States without sponsorship?

(Open Ended Question)