Executive Assistant

 

General Information

Vacancy Open to

All Candidates

Employment Type

Permanent - Full-time

If time-limited, note appointment end date

Hours per week

40

Months per year

12

Position Number

000348

NC Salary Grade Equivalency

GN10

Classification Title

Executive Assistant - Journey

Working Title

Executive Assistant

Salary Range

$48,453 - $59,221

Anticipate Hiring Range

$48,453 - $54,000

FLSA Status

Non Exempt

Division

University Advancement

Department

Alumni Affairs (Adm)

Work Unit

Alumni Engagement

Work Schedule

8:00 am – 5:00 pm; Monday – Friday
Occasional evening and weekend hours required, as necessary.

Primary Purpose of Position

This position serves as an Executive Assistant – providing executive-level support to the Executive Director of Alumni Engagement. Serves as the primary office manager and provides oversight of administrative operations in the Office of Alumni Engagement. Additionally, this position is responsible for providing broad based support for the Executive Director including: volunteer and alumni/donor management; project and database management; budget management; event planning; conducting research; and preparing written correspondence.

Minimum Education/Experience

Required Minimum Qualifications:

Graduation from high school and three years of progressively responsible administrative/office management experience; or graduation of a two-year secretarial science or business administration program and one year of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field; or an equivalent combination of training and experience.

University Preferred Qualifications:

Graduation from high school and demonstrated knowledge, skills and abilities gained through five years of progressively responsible administrative/office management experience; or graduation of a two-year secretarial science or business administration program and three years of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field and two years of progressively responsible administrative/office management experience; or an equivalent combination of training and experience.

Essential Job Duties

• Manage the Executive Director’s calendar with delegated authority to adjust schedule when necessary.
• Provide day-to-day administrative support to the Executive Director, including scheduling department meetings with staff, constituents, vice chancellor and chancellor; coordinating and preparing materials for events and meetings.
• Monitor the departmental budget, reconcile expenditures, process invoices and reimbursements.
• Access Banner Advancement, Advancement Report Central and Banner SSB to pull alumni reports for the Executive Director and to review guest lists for alumni events.
• Arrange travel for the Executive Director and Alumni Engagement staff, as needed.
• Oversee stewardship activities for alumni volunteers.

Other Work Responsibilities

• Other duties as assigned by the Executive Director of Alumni Engagement.

Departmental Preferred Experience, Skills, Training/Education

• Bachelor’s degree preferred.
• Two to four years of administrative experience, including supporting a senior level executive and managing a complex calendar.
• Prior experience in higher education, preferably in Alumni Affairs.
• Familiarity with UNC Charlotte and working knowledge of University systems such as Banner, 49er Mart and Purchasing Card (P-Card) is highly preferred.
• Experience with budget tracking, purchasing, processing invoices, reimbursements, and reconciliation of expenditures.
• Selected candidate will possess great customer service and relationship building skills.
• Strong written and verbal communication skills.
• Attention to detail and accuracy is essential.
• Excellent technical skills including proficiency in Microsoft Office, Google Suite, and web-based applications.
• Must be comfortable with learning new software platforms.

Necessary Licenses or Certifications

Work Location

Harris Alumni Center

Posting date

08/23/2023

Closing date

09/05/2023

Proposed Hire Date

09/18/2023

Contact Information

Special Notes to Applicants

UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits

The finalist will be subject to a Criminal Background Check.

• The Search Committee will not contact references without first verifying permission with the finalist.

Please ensure your full range of knowledge, skills, abilities, experience, and education are listed on your application.

• Do not write ‘see resume’ on your application when completing the job duties section.

If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers (see job duties section of previous employment).

• Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.

Please submit a resume and cover letter with your application.

• These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education, and professional

experience.

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