Executive Assistant

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.

Works closely with the Vice Provost of Student Affairs to provide high-level executive administrative support that enables the Vice Provost to remain organized, prepared, informed, and focused on strategic priorities. Serves as a key point of coordination for the Vice Provost's calendar, correspondence, communications, meetings, projects, and follow-up activities. Independently manages and prioritizes a complex and demanding schedule; coordinates meetings and logistics; drafts, edits, and organizes correspondence, reports, presentations, and other materials; manages and prioritizes communications; and tracks projects, commitments, deadlines, and action items on behalf of the Vice Provost. Anticipates administrative needs, identifies matters requiring follow-up or attention, and ensures information and materials are available to support timely decision-making. Provides administrative support for travel and other executive needs and serves as backup support to the Student Affairs Business Officer for essential fiscal and administrative processes when the Business Officer is unavailable. Provides additional support to various areas within Student Affairs, as needed.

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

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.

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

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.

Prioritizes and negotiates organizational needs regarding meetings, timeframes, and deadlines. Exercises delegated authority to speak on behalf of the administrator regarding a variety of administrative and programmatic matters.

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 polices, 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.

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 administrators' role and commitments. Ability to coordinate and facilitate solutions with internal and external organizations and constituents within delegated authority from the administrator.

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

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.

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.

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

This is a Subject to the State Personnel Act ( SHRA) position. 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.

The University of North Carolina School of the Arts provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination, harassment, or retaliation based on race, religion, color, national origin, ethnicity, sex, pregnancy, gender identity or expression, sexual orientation, age, political affiliation, National Guard or veteran status, genetic information, or disability.

EEO Contact Information
Applicants needing assistance with the application process are asked to contact: suttonar@uncsa.edu