Posting Details
Position Information
Position Number 000087 Functional Title Executive 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
With a spirit of collaboration and creativity, the Division of Finance and Administration helps UNCG achieve its mission, adhere to its values, and meet its goals by providing sustainable professional Financial, Facilities, Human Resources, Safety, Campus Enterprises, and Risk Management services for its stakeholders.
Position Summary
The primary purpose of this Executive Assistant position is to provide executive-level support to the Vice Chancellor for Finance and Administration while overseeing and coordinating operational activities across the division. The role is responsible for managing, directing, evaluating, analyzing, planning, delegating, and facilitating initiatives that support the division's strategic and daily functions.
This position works closely with the Vice Chancellor to ensure efficient daily operations, effective internal and external communications, and the successful implementation of Finance and Administration planning initiatives. A key responsibility is managing and coordinating the Vice Chancellor's complex schedule, including preparing and researching background materials, prioritizing commitments, and arranging travel for meetings and events.
The position serves as the primary point of contact for programmatic, process, and procedural matters, ensuring consistency, compliance, and operational effectiveness across the division.
- Provide direct, high-level administrative and operational support to the Vice Chancellor.
- Coordinate division activities, initiatives, and communications to ensure alignment with strategic goals.
- Serve as a central resource for resolving process and procedural issues.
- Oversee all financial aspects of daily operations for the Finance and Administration division.
- Manage budgeting, accounting, and financial transactions utilizing Banner Finance, Budget, and accounting modules, as well as Genie EPAFs.
- Ensure accuracy, compliance, and timely processing of all financial activities.
- Manage HR processes including new hires, separations, salary increases, dual approvals, and workers' compensation.
- Process and track personnel actions through Banner HR and Genie EPAFs.
- Ensure compliance with university policies and regulatory requirements.
- Oversee payroll operations, including time sheet processing, leave administration, and compensation-related matters.
- Serve as Superuser for Web Time Entry (WTE) for the Finance and Administration division.
- Manage payroll-related processes within Banner HR/Payroll/Time Entry systems for both the Finance Division and the Chancellor's Office.
- Ensure timely and accurate payroll processing and resolution of issues. Manage purchasing and procurement activities for the division.
- Oversee all transactions within SpartanMart, PCard administration and reconciliation, and Emburse (Chrome River) expense reporting.
- Ensure adherence to university procurement policies and financial controls.
Minimum Qualifications
- High school diploma or equivalency and three years of progressively responsible administrative office management experience; or Associate's degree in secretarial science, business administration, or a related discipline and one year of progressively responsible administrative office management experience ; or Bachelor's degree, preferably in business administration or a related discipline; or equivalent combination of training and experience.
- All degrees must be received from appropriately accredited institutions.
Additional Required Certifications, Licensures, and Certificates Preferred Qualifications
- Bachelor's degree in business administration, Marketing, Communications, or related discipline.
- Minimum of five (5) years of progressively responsible administrative or office management experience.
- Demonstrated experience providing administrative support at the executive level (e.g., CEO, CFO, Vice Chancellor, Chancellor, or President). Experience working with Boards and committees, including the preparation of materials and coordination of meetings.
- Proven ability to collaborate effectively and interact with individuals from diverse backgrounds.
- Demonstrated commitment to excellent customer service, with strong problem-solving abilities.
- Ability to work effectively in a fast-paced environment while anticipating and responding to executive-level needs.
- Strong interpersonal, verbal, and written communication skills, with the ability to communicate clearly and professionally.
- High level of technical proficiency, including the Microsoft Office Suite and enterprise systems such as Banner, BoardEffect, Jaggaer, and Emburse (Chrome River).
- Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities simultaneously.
Special Instructions to Applicants Recruitment Range $65,000 - $75,808 Org #-Department Finance and Administration - 56001 Job Open Date 07/28/2026 For Best Consideration Date Job Close Date Open Until Filled Yes 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 40% Key Responsibility
Administrative and Budget Support
Essential Tasks
- Manage the Vice Chancellor's complex and dynamic calendar, ensuring effective prioritization of meetings, events, and commitments.
- Handle incoming phone calls, messages, and inquiries, providing timely responses or appropriate referrals.
- Serve as the first point of contact by greeting visitors and coordinating visits with professionalism and discretion.
- Coordinate travel arrangements, itineraries, and logistics to support the Vice Chancellor's engagements.
- Act as a liaison between the Vice Chancellor's Office, university leadership (including the Chancellor's Office), internal departments, and external stakeholders.
- Demonstrate a strong understanding of institutional protocol, administrative nuances, and leadership preferences, exercising independent judgment and discretion in all communications and interactions.
- Utilize critical decision-making skills to manage sensitive information and respond appropriately on behalf of the Vice Chancellor.
- Manage budget functions for the Vice Chancellor's Office, including monitoring expenditures, researching and resolving budget issues, and ensuring compliance with university policies.
- Provide regular budget updates and financial reports, ensuring funds are accurately allocated and utilized.
- Support strategic financial planning through analysis and proactive problem-solving.
Percentage Of Time 35% Key Responsibility
Preparing reports, presentations and other documents
Essential Tasks
- Research, develop, and compose high-level presentation materials for the Vice Chancellor to support a variety of internal and external engagements.
- Prepare and deliver comprehensive reports, meeting minutes, agendas, graphs, and presentation materials using advanced technology tools.
- Analyze data from multiple sources to develop clear, accurate, and visually effective presentations, demonstrating strong proficiency in spreadsheets and data interpretation.
- Ensure all materials are tailored to the audience and aligned with institutional priorities and messaging.
- Prepare presentations, reports, and supporting documentation for the Board of Trustees (BOT) and other boards and committees.
- Coordinate the collection, review, and submission of materials in collaboration with the Chancellor's Office and Finance and Administration leadership.
- Serve as a liaison between the Chancellor's Office and F&A divisions, ensuring timely, accurate, and complete submission of board-related materials.
- Support meeting preparation and follow-up activities for board and committee engagement.
- Maintain and organize digital files and records in accordance with university retention policies.
- Ensure the confidentiality and security of sensitive information, exercising discretion in handling institutional data.
- Implement consistent file management practices to support accessibility, compliance, and operational efficiency.
Percentage Of Time 10% Key Responsibility
Personnel Administration
Essential Tasks
- Keep the Vice Chancellor informed of all personnel actions, ensuring timely awareness and appropriate decision-making.
- Review and approve personnel actions in SpartanTalent on behalf of the Vice Chancellor for Finance and Administration, exercising sound judgment and adherence to institutional policies.
- Prepare and process Electronic Personnel Action Forms (EPAFs) as needed for the Vice Chancellor's Office and the Finance Division.
- Draft and maintain position descriptions, ensuring alignment with organizational needs and compliance requirements.
- Manage the recruitment and posting process for positions reporting to the Vice Chancellor and Associate Vice Chancellor for Finance.
- Provide comprehensive administrative support for the recruitment of direct reports to the Vice Chancellor, senior leadership, and Finance Division positions.
- Coordinate all phases of recruitment, including: Scheduling interviews; Preparing and distributing interview materials and candidate packets; Securing and coordinating meeting locations or virtual platforms; Communicating professionally with applicants throughout the process; Facilitate a smooth and efficient hiring process by ensuring timely coordination, clear communication, and adherence to hiring procedures; and Support hiring managers and search committees with logistics and documentation to ensure a positive candidate experience.
Percentage Of Time 10 Key Responsibility
Meeting Management
Essential Tasks
- Manage logistics for a wide range of meetings and events in support of the Vice Chancellor and the Finance and Administration division.
- Coordinate all aspects of meeting planning, including: Scheduling and calendar coordination; Preparing and sending invitations and tracking RSVPs; Developing and distributing agendas and meeting materials; Arranging catering and room setup; and Ensuring appropriate A/V and logistical support.
- Oversee on-site or virtual meeting execution to ensure a professional, well-organized, and seamless experience.
- Collaborate with internal departments and external partners to ensure all logistical needs are met.
- Implement effective tracking and follow-up processes to ensure action items and outcomes are documented and completed.
Percentage Of Time 5% Key Responsibility
Special Project
Essential Tasks
- Manage and provide support for special projects and initiatives within the Finance and Administration division.
- Coordinate and assist with programs such as award recognitions, F&A events, and employee appreciation activities.
- Provide planning, logistics, and execution support to ensure events and projects are well-organized, timely, and aligned with division goals.
- Collaborate with internal stakeholders to implement initiatives and ensure successful outcomes.
- Support additional projects and assignments as directed by the Vice Chancellor or senior leadership.
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, Reading, Writing, Hearing, Talking, Sitting Work Environment Inside
Applicant Documents
Required Documents
- Resume/CV
- Cover Letter
- List of References
Optional Documents
Supplemental Questions
Required fields are indicated with an asterisk (*).
(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