Executive Assistant - 2644

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.

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Academic Affairs in the central and largest division at the institution providing the academic program to all students. This unit consists of the five major academic schools/colleges, as well as University College, Maynor Honors College, Dean Graduate School, Livermore Library, Office of Sponsored Research and several other support units on campus. The AA division is the main point of contact for all students and faculty.

The Executive Assistant to the Provost serves as the highest-level staff/management assistant in the Office of the Provost. He/She will serve as the "right-hand" to the Provost managing all administrative duties in support of the Provost and includes personnel administration and office coordination. This position works with other units on campus, as well as any external organizations, to include other state agencies/universities, clients, service recipients, elected/appointment representatives, and the public.

Serves as the primary contact and direct link to the Provost and as an agent of the Provost within defined parameters. Screens inquiries and determines priority based on knowledge of the Provost's preferences; brings critical issues to the Provost's immediate attention; reroutes some issues to other areas for handling as needed using independent judgment or discretion. Greets and directs visitors. Responds to inquiries regarding the organization, or redirects them as appropriate. Coaches others on the working style and preferences of the Provost. Develops strong working relationships with internal and external constituents.

Manages the Provost's calendar to include scheduling group meetings involving others with competing and limited availability. Schedules, moves, or declines meeting requests based on knowledge of the executive's preferences and priorities. Schedules daily activities so that the Provost's time is used as efficiently as possible by minimizing travel between locations, including all necessary parties, allowing for adequate preparation, etc. Anticipates long-term needs when working with future scheduling. Develops travel itineraries.

Coordinates or directs office workflow; establishes office workflow procedures and processes. Ensures supplies are ordered and stocked. Organizes and submits requests and work orders for repairs, upgrades, computer installation, equipment maintenance, etc. Arranges travel for the Provost as directed, including flight and hotel reservations, ground transportation, parking, etc. Submits travel reimbursement requests. Provides budget or discretionary fund reporting as needed

Supervises student workers. Plans and executes special events as directed. Provides administrative assistance to others in the organization as directed. Records, formats, and distributes meeting agenda and minutes for various meetings, including the academic subcommittee of the Board of Trustees.

Assists in facilitating the faculty recruiting process, faculty hiring, faculty appointments and personnel transitions including the promotion and tenure process. Serves as liaison between the Office of the Provost and Human Resources, IT and other areas with regard to faculty hiring, appointment and onboarding using institutional software systems. Builds and maintains a filing system for the office and/or the executive's personal files, often handling confidential information. Aligns internal files with document retention guidelines. Assists the Provost with preparing for direct-report performance reviews or department-wide performance management cycles.

Drafts and edits emails, memos, presentations, contractual agreements, memoranda of understanding, articles, etc. in the style of the Provost. Intakes and prioritizes email and direct mail communications, often handling confidential information. Represents the Office of the Provost and/or the organization on internal and/or external committees, working groups, etc.

Serves as a liaison with internal and external parties to gather or disseminate information. Researches, compiles, and edits information on a variety of topics on behalf of the Provost. Creates, edits, and/or updates presentations, narratives, or talking points. Creates and maintains databases. Consistently reviews and suggests updates to the Academic Affairs portal site

Speaks on behalf of the Provost on a variety of administrative and programmatic matters.

Leads, manages, or participates in a variety of projects on behalf of leadership as assigned. Projects will vary in size, scope, and subject and will regularly involve research, data collection, and consultation with subject-matter experts in a variety of topics. The incumbent will need to independently set goals and timelines, manage deliverables, communicate progress to stakeholders, and interact with constituents both internal and external to the University. Responsibilities will include serving on and/or leading working groups and assigning tasks. Outcomes from these projects will often be used to inform executive-level decisions.

Other duties as assigned by management to meet business needs.

Experience serving as an assistant successfully managing an executive's calendar, providing robust meeting preparation, strong organizational skills, reliability, attention to detail and excellent interpersonal communication skills. Experience in Banner Finance/Student/Human Resources and the full Microsoft suite. Experience with management of personnel contracts.

None

This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable) and credit history check (if applicable). In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. New employees are paid only by direct deposit to the financial institution of their choice. Candidates claiming Veterans Preference must attach a copy of their DD-214 as a part of the online application process.

UNC Pembroke is an Equal Opportunity Employer. The University prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibits discrimination against all individuals based on their age, race, color, genetic information, religion, sex, sexual orientation, gender identity or expression and national origin. UNC Pembroke is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings.