Executive Assistant

Posting Details

Position Information

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 25Live 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 requiring follow-up or additional preparation.
• Handle confidential and sensitive information with discretion and professionalism.

Financial Management/Budget

• Serves as backup to the Student Affairs Business Officer to maintain continuity of essential fiscal and administrative operations when the Business Officer is unavailable.
• Develops working knowledge of applicable fiscal processes and policies related to state and foundation funds.
• Provides backup assistance with budget monitoring, budget transfers, purchasing, contracted services, invoices, and P-Card and T-Card reconciliation, as needed.
• Monitors budgets to support departments in working within established budget projections.
• Completes budget transfers, as necessary.
• Orders and procures necessary supplies for the department.
• Monitors renewal dates and processes invoices for contracted services.
• Reconciles P-Card and T-Card packets, as needed.

Project Management and Executive Initiatives

• Support strategic initiatives and programs led by the Vice Provost of Student Affairs through project coordination, logistical management, timeline development, meeting coordination, and follow-up.
• Coordinate and track projects, initiatives, deliverables, deadlines, and action items to support timely completion.
• Assist the Vice Provost in organizing and advancing division-wide initiatives by coordinating with internal and external partners and ensuring appropriate follow-up.
• Develop and maintain project tracking tools, status updates, timelines, and other organizational resources as needed.
• Support the preparation and development of Student Affairs annual reports, presentations, web updates, communications, and other materials associated with division initiatives.
• Coordinate and facilitate meetings associated with projects and initiatives, including scheduling participants, preparing materials, documenting outcomes, and tracking next steps.
• Routinely coordinate with internal and external organizations and constituents to resolve logistical issues, facilitate communication, and maintain progress on assigned initiatives.
• Monitor pending issues and commitments and proactively follow up with appropriate individuals to ensure tasks remain on track.
• Manage the flow of confidential and time-sensitive information associated with executive priorities, projects, and division initiatives.

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.

If no applicants apply who meet the required competency level and training and experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Preferred Qualifications

Experience in office management, executive assistant, or business supervision in a constantly changing environment. Demonstrated understanding of administrative principles, ability to prioritize, proficiency with Microsoft Office software programs, familiarity with accounting practices, considerable knowledge of office techniques, ability to practice effective communication, skill in organizing work flow and coordinating activities. Excellent written and oral communication skills are a must. Familiarity with UNCSA policies and procedures and Banner SunGard (student and finance) software a plus.

Terms of Employment S1 12 month Knowledge, Skills and Abilities

• 3 years of administrative experience reflecting progressive increase in responsibilities and skills.
• Effective organizational, interpersonal, and verbal communication skills.
• Strong written communication skills.
• Strong attention to detail with experience in reviewing data and information for completeness and accuracy using standard guidelines.
• Competency in the use of established filing and data systems, functions, and/or procedures.
• Proficiency in the use of Microsoft Word, Excel, Powerpoint and common business software applications.
• Proficiency in the use of Microsoft Outlook to schedule and coordinate meetings.
• Experience with research and consultation of resources such as policies, manuals or other staff to respond to questions/issues that deviate from standard operating procedures.
• Ability to coordinate tasks and establish priorities in response to work flow of the office or work unit.
• Understanding of programs and services to apply this knowledge in problem-solving and responding to most questions and inquiries.
• Demonstrated professionalism and confidentiality appropriate for an executive-level department.

Special Conditions for Eligibility

Functional Competencies

Functional Competency Interpersonal Skills Competency Description

Prioritizes and negotiates organizational needs regarding meetings, timeframes, and deadlines. Exercises delegated authority to speak on behalf of the administrator regarding a variety of administrative and programmatic matters.

Competency Level Journey Functional Competency Knowledge-Program Competency Description

Demonstrates significant knowledge of the goals, priorities, and commitments of the administrator and operational structure. Demonstrates considerable knowledge of the programs and culture of the organization. Applies knowledge of strategic goals, organizational practices, and critical polices, laws, rules, and regulations that impact the mission of the organization. Work requires an awareness of internal and external constituents and organizations with which the administrator's commitments must be coordinated.

Competency Level Journey Functional Competency Problem Solving Competency Description

Analyzes and resolves unusual and novel situations based on significant knowledge of organizational activities, administrator's priorities, and delegated authority. Exercises independent judgment and understands the impact of the decisions on the administrators' role and commitments. Ability to coordinate and facilitate solutions with internal and external organizations and constituents within delegated authority from the administrator.

Competency Level Journey Functional Competency Planning and Organizing Competency Description

Uses judgment and independence to make changes to schedules and matters of the administrator. Attends administrator's meetings to stay abreast of and prioritize issues. Tracks and monitors pending issues for follow-up and independently develops agenda for future meetings. Organizes and assimilates documents for agency/university boards, hearings, and/or commission meetings.

Competency Level Journey Functional Competency Communication-Written Competency Description

Independently assimilates and composes materials and speeches for the administrator to use in a variety of settings (i.e. publications, web site, etc.) Edit documents to incorporate the administrator's personal style.

Competency Level Journey Functional Competency Information/Records Administration Competency Description

Independently researches information affecting organizational goals and objectives and administrator's decision-making needs. Interprets and summarizes information based on program knowledge, organizational goals, and priorities.

Competency Level Journey Functional Competency Budgeting Competency Description

Exercises responsibility for administering the budget, which includes making recommendations regarding the use and distribution of funds.

Competency Level Journey

Posting Detail Information

Posting Number AS616P Open Date 08/24/2026 Close Date 09/08/2026 Open Until Filled No Salary Range $54,000 - $60,978 (GN10) Recruitment Range, if applicable Special Instructions to Applicants

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@uncsa.edu

Supplemental Questions

Required fields are indicated with an asterisk (*).

• How did you learn about this employment opportunity?
• UNCSA Website
• Agency Referral
• Print Advertisement (Newspaper / Periodical)
• Social Media (LinkedIn, Twitter, Facebook, Other)
• Online Job Board
• Other

Documents Needed To Apply

Required Documents

• Resume
• Cover Letter

Optional Documents