Administrative Assistant

Posting Details

Position Information

Position Number 997939 Functional Title Administrative Assistant Position Type Administration - Staff Position Eclass EZ - EHRA Non - Exempt Permanent University Information

Located in North Carolina's third largest city, UNC Greensboro is among the most diverse, learner-centered public research universities in the state, with 18,000 students in eight colleges and schools pursuing more than 150 areas of undergraduate and over 200 areas of graduate study. UNCG continues to be recognized nationally for academic excellence, access, and affordability. UNCG is ranked No. 1 most affordable institution in North Carolina for net cost by the N.Y. Times and No. 1 in North Carolina for social mobility by The Wall Street Journal - helping first-generation and lower-income students find paths to prosperity. Designated an Innovation and Economic Prosperity University by the Association of Public and Land-grant Universities, UNCG is a community-engaged research institution with a portfolio of more than $67M in research and creative activity. The University's 2,600 staff help create an annual economic impact for the Piedmont Triad region in excess of $1B.

Primary Purpose of the Organizational Unit

University Advancement elevates UNCG's reputation, advances institutional strategy, and fosters community pride through integrated communications aligned with its public mission as a student-centered research university. The department develops and executes strategic communications and marketing initiatives that enhance visibility, engage key audiences, and convey the University's distinctive value. Working across schools, colleges, and administrative units, University Communications manages media relations, marketing campaigns, content strategy, branding, digital engagement, sponsorships, and crisis communications.

Position Summary

The Advanced Administrative Assistant provides high-level administrative and operational support to the Office of University Communications and its senior leadership. This position requires substantial independent judgment, advanced organizational skills, and the ability to manage complex, often confidential tasks across a dynamic communications and marketing environment. The Advanced Administrative Assistant serves as a key resource for staff as well as for faculty, students, and external stakeholders, and is expected to exercise initiative, discretion, and professionalism at all times.

Minimum Qualifications

• Associate's degree or equivalent combination of education and related experience (typically three to five years of progressively responsible administrative work).
• Demonstrated proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and standard office technologies.
• Strong written and verbal communication skills with attention to detail and accuracy.
• Ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment.
• Experience handling confidential and sensitive information with discretion and sound judgment.

Additional Required Certifications, Licensures, and Certificates Preferred Qualifications

• Three (3) or more years of administrative experience in a higher education, government, or comparable complex organizational setting.
• Experience with enterprise information systems used in higher education (e.g., Banner, People, Emburse (Chrome River)).
• Knowledge of higher education governance structures, academic calendars, and faculty affairs processes.
• Experience supporting budget management, grant administration, or academic program coordination.

Special Instructions to Applicants Recruitment Range $45,747.90 - $50,831.00 Org #-Department University Communications - 33901 Job Open Date 08/14/2026 For Best Consideration Date Job Close Date 08/30/2026 Open Until Filled No FTE 1.000 Type of Appointment Permanent If time-limited, please specify end date for appointment. Number of Months per Year 12 FLSA Non-Exempt

Key Responsibilities

____

Percentage Of Time 35 Key Responsibility

Administrative Operations & Office Management (35%)

Essential Tasks

• Manage complex calendars, scheduling, and coordination for one or more senior administrators, including resolving conflicts and prioritizing commitments.
• Serve as the primary point of contact for the office, screening and directing inquiries from students, faculty, staff, and external visitors with professionalism and appropriate follow-through.
• Draft, proofread, and distribute correspondence, reports, meeting minutes, and official communications on behalf of the department.
• Maintain organized filing systems (physical and digital), ensuring records are retained in accordance with institutional policies and applicable regulations.
• Order and manage office supplies, equipment, and service contracts; coordinate facility and technology maintenance requests.
• Coordinate logistics for divisional meetings, all-hands gatherings, and special events, including room reservations, technology setup, catering, and materials preparation.
• Send approved campus-wide messages using marketing email tools.

Percentage Of Time 20 Key Responsibility

Financial Administration & Budget Support

Essential Tasks

• Process purchase orders, expense reimbursements, invoices, and procurement card reconciliations in accordance with University financial policies.
• Coordinate travel arrangements and prepare travel expense reports for staff in compliance with institutional travel policies.
• Ensure transactions are entered accurately into the departmental budget database.

Percentage Of Time 20 Key Responsibility

Academic & Event Program Support

Essential Tasks

• Coordinate the planning and execution of departmental events including seminars, presentations, advisory meetings, and other institutional gatherings.
• Assist with room reservations, vendor coordination, and logistical preparation for University programs and events supported by the division.
• Prepare and distribute agendas, background materials, and minutes for committee meetings and departmental governance activities.
• Support hiring and onboarding processes for new staff.
• Maintain departmental shared drives and communication channels, ensuring content is current and consistent with institutional standards.

Percentage Of Time 10 Key Responsibility

Data Management, Reporting & Compliance

Essential Tasks

• Compile, enter, and maintain data in institutional systems (e.g., Banner, Emburse (formerly Chrome River)) related to personnel, budgets, and operational records.
• Prepare standard and ad hoc reports by gathering and summarizing data from multiple sources, ensuring accuracy and timeliness of all submissions.
• Support compliance with federal, state, and institutional requirements by maintaining required documentation and responding to audit requests.
• Protect the confidentiality of sensitive data including personnel files, financial information, and other restricted records, in accordance with applicable regulations.

Percentage Of Time 10 Key Responsibility

Cross-Functional Collaboration & Process Improvement

Essential Tasks

• Serve as a resource to other administrative staff, providing guidance on departmental procedures, institutional policies, and best practices.
• Identify inefficiencies in administrative workflows and recommend or implement process improvements to enhance productivity and service quality.
• Represent the department in cross-functional teams, task forces, or working groups as assigned by the supervisor.
• Maintain current knowledge of institutional policies and University regulatory requirements relevant to the role.
• Perform other duties as assigned commensurate with the level and scope of the position.

Percentage Of Time 5% Key Responsibility

Other Duties

Essential Tasks

• Assist the Director of Strategic Operations in a variety of tasks as needed
• Serve as backup to Vice Chancellor Executive Assistant as needed.
• Other duties as assigned.

ADA Checklist

ADA Checklist

R for Rare (0-30%), O for Occasional (30-60%), F for Frequent (60-90%), C for Constant (90-100%).

Physical Effort Hand Movement-Repetitive Motions - F, Finger Dexterity - F, Vision-Skilled Trades - F, Eye-hand coordination - F, Vision-Preparing/Analyzing figures - F, Hearing - F, Talking - F, Standing - O, Sitting - F, Walking - O Work Environment Inside - F, Outside - O

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter
• List of References

Optional Documents

• Other Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Which of these do you have three or more years of proficient use?

• Microsoft Office Suite

• Banner Finance

• Banner HR

• Emburse Chrome River

• • This position drafts correspondence, reports, and official communications on behalf of the department. Please briefly describe your experience writing or proofreading professional communications, and attach a writing sample if available.

(Open Ended Question)

• • How many years have you served as an administrative assistant to senior leadership?

(Open Ended Question)

• • How many years of experience do you have in processing purchase orders, expense reimbursements, invoices, or procurement card reconciliations?

(Open Ended Question)

• • How many people were on the largest team you supported as an administrative assistant?

(Open Ended Question)

• • How many calendars have you had to successfully manage at one time?

(Open Ended Question)

• • This position's core hours are 8 a.m.-5 p.m., Monday-Friday, with occasional additional hours required (e.g., for events). Are you able to accommodate this schedule, including occasional early morning, evening, or weekend commitments?

• Yes

• No

• • Do you understand that the salary range advertised is not negotiable?

• Yes

• No

• • Please indicate how you learned of the vacant position for which you are applying:

• UNCGjobsearch Website

• Greensboro News & Record

• Carolina Peacemaker

• Other Newspaper

• The Chronicle of Higher Education

• Inside Higher Ed

• Other Professional Journal

• NCWorks.gov

• UNC System Job Board

• Other Online Job Board

• Personal Networking

• Other

• • If you selected "Other", please provide the name of the resource here.

(Open Ended Question)

• • Are you eligible to work in the United States without sponsorship?

• Yes

• No

• • Will you now or in the future require visa sponsorship for employment at the University of North Carolina in Greensboro?

• Yes

• No