Executive Assistant

Executive Assistant

Please see Special Instructions for more details.

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

• Classification
  
  Title:
  
  Executive Assistant
• Working Title:
  
  Executive Assistant
• Position Type: SHRA Non-Exempt
• Position Number: 004310
• Full/Part Time:
  Full-time
• School/Department Information:
  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.
• Primary Description of Work:
  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.
• Work Schedule and hours:
  Monday-Friday 8:00am - 5:00pm Occasional evenings and weekends
• Description of
  
  Responsibilities and Duties:
  • Support Vice Provost of Student Affairs
    • Independently manage and prioritize the daily schedule for the Vice Provost of Student Affairs, including scheduling new meetings, adjusting planned meetings, and responding to emerging priorities and time-sensitive issues.
    • Anticipate scheduling conflicts, competing priorities, and logistical needs and recommend solutions that support the Vice Provost's priorities and commitments.
    • Coordinate meeting logistics, including booking meeting spaces in 25
      
      Live and working with Housekeeping and IT/AV personnel to ensure appropriate setup and support.
    • Coordinate travel arrangements, submit necessary authorizations, identify cost-efficient options, process reimbursements, and reconcile Travel and P-Card charges.
    • Manage and prioritize the inbox of the Vice Provost of Student Affairs, identifying matters requiring attention, organizing information, coordinating responses, and ensuring timely follow-up.
    • Coordinate correspondence, communications, briefing materials, reports, presentations, and other documents on behalf of the Vice Provost.
    • Prepare and distribute meeting agendas, supporting materials, and other information needed to ensure the Vice Provost is prepared for meetings and engagements.
    • Prepare and distribute meeting minutes, track action items and commitments, follow up with responsible staff, and provide status updates to the Vice Provost.
    • Research and compile information requested by the Vice Provost and organize materials to support decision-making, meetings, presentations, and other executive priorities.
    • Maintain awareness of the Vice Provost's priorities, commitments, and deadlines and proactively identify items…