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General Information
Vacancy Open to
UNC Charlotte Employees Only
Employment Type
Permanent - Full-time
If time-limited, note appointment end date
Hours per week
40
Months per year
12
Position Number
007812
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
Academic Affairs
Department
International Programs (Adm)
Work Unit
International Programs
Work Schedule
8:00 am – 5:00 pm; Monday – Friday with occasional weekend hours, as necessary.
Primary Purpose of Position
Incumbent serves as Executive Assistant to the Associate Provost for the Office of International Programs.
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.
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
- Coordinates and manages a wide variety of records, reports, information, and files.
- May develop new processes or procedures relevant to the needs of the office and the Associate Provost (AP) for International Programs.
- Maintains Associate Provost’s calendar while ensuring that AP has sufficient preparation material for meetings.
- Schedules meeting for internal (faculty, staff, administrators and students) and external (off campus, community, corporate and international visitors) stakeholders for an average of 20-25 meetings per week.
- Prepares numerous documents/correspondence for AP pertaining to OIP’s role in integrated campus internationalization.
- Processes international partner exchange agreements and memorandums of understanding in conjunction with the Office of the Chancellor including document development and coordinating the approval process involved with establishing MOUs with foreign institutions for faculty, student and staff exchanges as well as research exchanges.
- Manages annual exchange agreement review process including the development of documentation and report for committee’s perusal.
- Works with OIP unit directors and other staff to convey relevant information to AP.
- Plans and manages international visitor/delegation schedules.
- Plans and manages AP’s frequent domestic and international travel.
- Other duties as assigned.
Other Work Responsibilities
- Attend Support Staff meetings and share updates as necessary.
- Manage AP PCard use and reconciliation.
- Coordinate with support staff for AP activities.
- Preparation of required forms for AP (DPR, travel forms, reimbursement paperwork).
- Complete FBAE forms for Chartwells + Chartwells-exempt events.
- Coordinate tickets, event space, hotel rooms, food orders, purchasing/bookings.
- Coordinate Motor fleet or other rental vehicle reservation.
- Troubleshoot and respond to reservations/ booking complications.
- Coordinate for payment of vendor invoices for AP.
- Coordinate for processing new vendor forms, as needed.
- Serves as lead for administrative support associate and student assistants.
Departmental Preferred Experience, Skills, Training/Education
- Bachelors Degree and/or demonstrated knowledge, skills and abilities gained through five or more years of progressively responsible Executive Assistant experience.
- Experience working in higher education preferred.
- Experience and knowledge with travel, reimbursement, budget and other analytical skills.
- Experience and effective organizational skills.
- Experienced and strong customer service skills and ability to anticipate and respond to request for information and assistance in a timely and effective manner.
- Exemplary skills in verbal, written and interpersonal communication with the ability to effectively work with diverse population.
- Ability to create, compose and edit written materials as directed by the Associate Provost.
- Ability to maintain high level of confidentiality and professionalism.
Necessary Licenses or Certifications
Work Location
International Programs
Posting date
07/18/2023
Closing date
08/03/2023
Proposed Hire Date
09/05/2023
Contact Information
Sherry Washington
Special Notes to Applicants
UNC Charlotte Benefits Information:
https://hr.charlotte.edu/benefits
The finalist will be subject to a Criminal Background Check.
Please upload reference information including names, position titles and company/institutions, phone numbers, and email addresses of at least two
current/previous supervisors.
- 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.
* Please do not apply for this position if you are not a current UNC Charlotte Permanent employee. Your application will not be considered.
A written test will be part of this interview process
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