Executive Assistant to AVC's Finance and Administration

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

Provides high-level, confidential executive and administrative support to the Associate Vice Chancellors for Campus Enterprises, Facilities, and Finance. The position serves as a central point of coordination for executive priorities, leadership schedules, communications, meetings, projects, travel, and office operations. Workload shifts among the three portfolios in response to the annual cycle, institutional priorities, and emergent needs. The role exercises independent judgment, discretion, initiative, and sound prioritization while representing the offices with internal and external constituents. The position also provides backup support to the Executive Assistant for the Vice Chancellor for Finance and Administration, as needed.

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.

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.
• 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, Jaggaer, and Emburse (Chrome River).
• Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities simultaneously.

Recruitment Range: $60,000-$62,000

Org #-Department: Finance and Administration - 56001

Job Open Date: 10/15/2026

Job Close Date: 10/29/2026

Open Until Filled: No

FTE: 1.000

Type of Appointment: Permanent

Number of Months per Year: 12

FLSA: Non-Exempt

Percentage Of Time: 50%

Key Responsibility: Executive Leadership Support and Priority Management

Essential Tasks:

• Serve as a trusted liaison and primary point of contact for the three Associate Vice Chancellors, exercising discretion and sound judgment in managing confidential matters and inquiries.
• Manage complex, interdependent calendars; assess competing requests; anticipate conflicts; and recommend scheduling solutions that protect executive time and align with institutional priorities.
• Prepare executives for decisions and engagements by coordinating agendas, briefing materials, background information, correspondence, presentations, and follow-up communications.
• Track executive commitments, action items, deadlines, and initiatives requiring leadership attention; obtain status information and follow up with responsible parties to support timely completion.
• Provide administrative project coordination for initiatives led by or involving the Associate Vice Chancellors, including communication, information gathering, progress monitoring, and escalation of issues requiring attention.
• Screen and route requests to the appropriate staff member or office; maintain awareness of matters that may affect executive priorities; and represent the offices professionally with internal and external constituents.

Percentage Of Time: 25%

Key Responsibility: Finance and Human Resources Administrative Operations

Essential Tasks:

• Enter and monitor payroll time records for SHRA and temporary staff in accordance with established procedures and deadlines.
• Initiate and coordinate personnel actions in SpartanTalent, including position descriptions and revisions, hiring proposals, and salary actions.
• Coordinate candidate communications and interview logistics and provide administrative support to search committees.
• Process invoices and purchase office supplies through SpartanMart; complete required forms and initiate payment requests for approved expenses.
• Prepare budget transfer and flex requests, as needed, and maintain supporting documentation in accordance with University and divisional procedures.

Percentage Of Time: 15%

Key Responsibility: Office Operations and Division Coordination

Essential Tasks:

• Manage front-office operations, including telephone calls, visitors, mail, general inquiries, records, and correspondence, while providing responsive and professional service.
• Maintain the Finance and Administration Conference Room reservation calendar and coordinate routine space-use needs.
• Maintain confidential and sensitive files and records in accordance with University policies and established office procedures.
• Maintain shared tracking systems for office priorities, deadlines, projects, and follow-up activities; identify workflow improvements and implement approved process changes.
• Support continuity of operations by coordinating with division leadership and staff, anticipating workload and coverage needs, and providing backup support to colleagues as assigned.

Percentage Of Time: 10%

Key Responsibility: High-Level Meetings, Travel, and Special Events

Essential Tasks:

• Coordinate logistics for senior-level meetings, interviews, conferences, retreats, and special events, including space, technology, catering, room setup, signage, and accessibility accommodations.
• Arrange complex executive travel, including multi-stop airfare, ground transportation, lodging, registration, and applicable travel arrangements for non-state employees.
• Prepare meeting packets and presentation materials; take minutes or notes when requested; and distribute follow-up documentation.
• Anticipate and resolve scheduling, logistical, and operational issues that could affect executive meetings, travel, or events.
• Provide limited, as-requested support to the Vice Chancellor's Office for office events and related coordination needs.

Physical Effort: Hand Movement-Repetitive Motions, Hand Movement-Grasping, Holding, Finger Dexterity, Reading, Writing, Eye-hand coordination, Vision-Color Distinction, Vision-Preparing/Analyzing figures, Vision-Visual inspection, Hearing, Talking, Sitting

Work Environment: Inside