Executive Assistant

Position Information

General Information

Vacancy Open to All Candidates Employment Type Permanent - Full-time If time-limited, note appointment end date Hours per week 40 Months per year 12 Position Number 001217 NC Salary Grade Equivalency NC12 Classification Title Executive Assistant - Journey Working Title Executive Assistant Salary Range $51,498 - $61,000 Anticipate Hiring Range $51,498 - $61,000 FLSA Status Non Exempt Division Student Affairs Department Dean of Students (Adm) Work Unit Dean of Students Work Schedule

8:00 am - 5:00 pm; Monday - Friday with occasional evening and weekend hours required, as necessary.

Primary Purpose of Position

This position serves as the primary personal and administrative support ("right-hand") to the Associate Vice Chancellor for Student Affairs and Dean of Students, as well as general administrative support to the units within the Dean of Students' portfolio at the discretion of the Dean of Students.

The position is designated as a journey-level role due to its divisional scope, which encompasses handling a wide variety of external and internal projects, programs, events, and publications. The role requires a high degree of proactivity, prioritization, detail orientation, and organization, and carries a direct responsibility for the secure handling of confidential student and personnel information.

This position is vital to the operational efficiency and welcoming environment of the Dean of Students Office (DSO).

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 education and experience.

Note: Some state job postings state you can qualify by an 'equivalent combination of education and experience.' If that language appears above, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both.

Essential Job Duties

• Serve as the primary contact to receive visitors to the dean and the DSO units, maintaining a calm and collaborative demeanor, especially when interacting with individuals under stressful circumstances.
• Assist the dean with communication, task coordination, and other logistical details related to sensitive processes
• Manage the dean's complex, rapidly shifting calendar; prioritize meeting requests and resolve scheduling conflicts proactively.
• Identify the underlying roots of concerns presented to the dean, probing for details to accurately assist or redirect individuals.
• Maintain a calm and collaborative demeanor when receiving visitors to the dean and DSO units, especially when interacting with individuals under stressful circumstances. Interact and communicate with a high degree of judgment and discretion.
• Take independent responsibility under the guidance of the dean to direct students, faculty, and staff to appropriate resources or external departments when situations arise that do not fall within the scope of the DSO.
• Track and reconcile various reports, submit facilities requests, design/modify filing systems, and coordinate other administrative tasks for the dean and DSO leadership team, at the discretion of the dean.

Coordinate logistics for department-wide and unit-specific meetings (agendas, reservations, minutes, technology setup, catering, etc.).

Provide knowledge of the Dean of Students Office and Student Affairs-related services, policies, and regulations to answer questions, provide referrals, and drive decision-making.

• Draft, edit, and proofread high-level communications, memos, reports, and presentations for the dean, adopting the style of the administrator.

Other Work Responsibilities

• Supervise, interview, train, and schedule paid student assistants, including interviewing, training, scheduling, processing paperwork, maintaining electronic time records, and developmental, corrective, and termination conversations when applicable.
• Enforce and adhere strictly to the restrictions of the Family Education Rights and Privacy Act (FERPA).
• Maintain confidential records and historical files in accordance with university record retention schedules
• Review, edit, and maintain DSO website, social media accounts, brochures, flyers, and other public distribution materials.

Departmental Preferred Experience, Skills, Training/Education

• Intermediate to advanced proficiency in MS Office (Excel, Word, PowerPoint) and Google Suite (Docs, Sheets, Slides)
• Direct experience with e-procurement platforms, including processing employee travel reimbursements and purchasing card reconciliation in a higher-ed setting
• Proven capability to manage project life cycles, track milestones, and maintain strict project timelines using management tools or methodologies
• Strong technical knowledge of standard business office practices, filing methods, operational workflows, and information management
• Knowledge of formal communication protocols, including drafting executive-level written correspondence and managing professional institutional communications

Necessary Licenses or Certifications Work Location King 217 Posting date 06/15/2026 Closing date 07/01/2026 Proposed Hire Date 07/06/2026 Contact Information Associate Vice Chancellor for Student Affairs and Dean of Students Special Notes to Applicants

• The finalist will be subject to a Criminal Background Check and/or a Motor Vehicle Report
• The Search Committee will not contact references without first verifying permission with the finalist.
• Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions. Do not write 'see resume' on your application when completing the job duties section.
• UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits/benefits-overview/

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• • How did you hear about this employment opportunity?

• UNC Charlotte Website

• HERC Job Board

• Inside Higher Education

• Mitratech Circa (formerly known as Local JobNetwork)

• Another Website

• Agency Referral

• Advertisement/Publication

• Personal Referral

• Other

• Where did you learn about this posting?

(Open Ended Question)

• • Do you have at least a 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 education and experience.

• Yes, a graduation from high school and three years of progressively responsible administrative/office management experience

• Yes, graduation of a two-year secretarial science or business administration program and one year of experience as described above

• Yes, graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field

• Yes, an equivalent combination of education and experience.

• No

• • What experience do you have using Google Suite and/or Microsoft Office products? Please describe how you have used these along with your proficiency level.

(Open Ended Question)

• • Do you have direct experience with e-procurement platforms, including processing employee travel reimbursements and purchasing card reconciliation in a higher-ed setting? Please explain your experience.

(Open Ended Question)

• • Do you have technical knowledge of standard business office practices, filing methods, operational workflows, and information management? Please explain your knowledge and/or experience.

(Open Ended Question)

Applicant Documents

Required Documents

• Resume / Curriculum Vitae
• Cover Letter / Letter of Interest
• Contact Information for References

Optional Documents