Job Description

Primary Purpose of Organizational Unit
The Business Affairs Division is responsible for a wide range of business and administrative functions of the university, including but not limited to procurement, financial affairs, physical resources, capital management, security and safety services, building management and construction, information technology services, and auxiliary services.

The Finance team within the Division of Business Affairs supports the University’s mission, strategic vision, goals, and objectives by providing key financial services efficiently and effectively. The Finance team provides financial services directly to students and the campus community. The Associate Vice Chancellor for Finance (AVCF) is responsible for UNCW’s financial operations, including the Controller’s Office: Financial Reporting, General Accounting, Payroll, Accounts Payable, Travel, Non-Student Billing; Student Accounts and Cashiers, Budget, Financial Systems, Tax, Financial Analytics, and Purchasing. The AVCF also provides leadership oversight for Associated Entity and Foundation accounting and financial operations, with the Director of Associated Entities and Foundation serving as a direct report to the AVCF.
College Finance - 351 College
College/School Information
University Information
The University of North Carolina Wilmington, the state’s coastal university, is dedicated to the integration of teaching, mentoring, research and service. Widely acknowledged for its world-class faculty and staff and continuously recognized at a national level for scholarly excellence and affordability, UNCW offers a powerful academic experience that stimulates creative inquiry and critical thinking.

A public institution with nearly 18,000 students, UNCW offers a full range of baccalaureate- and graduate-level programs, as well as doctoral degrees in educational leadership, marine biology, nursing practice and psychology; and many distance learning options, including clinical research, an accelerated RN-to-BSN program, an Executive M.B.A. program structured for working professionals, and the nation’s only bachelor’s degree program focused on coastal engineering.

The university’s efforts to advance research and scholarly activities have earned UNCW the elevated designation of “Doctoral Universities: High Research Activity” institution (R2 University) by the Carnegie Classification of Institutions of Higher Education.

UNCW has been part of the University of North Carolina System since 1969.
Location of Workplace Main UNCW Campus
Brief Summary of Work for this Position
The Executive Assistant/Operations Coordinator to the Associate Vice Chancellor for Finance serves as the primary administrative and business operations professional supporting the Associate Vice Chancellor for Finance (AVCF) and the Finance Leadership Team. The position has evolved substantially beyond a traditional executive assistant role and now functions as a central business operations resource supporting, financial administration, personnel administration, governance activities, training administration, operational coordination, and strategic initiatives across a diverse portfolio of university financial and business functions. The position supports executive leadership for Finance, including the Controller’s Office, Budget Office, Financial Systems, Purchasing, Student Accounts and Cashiers, Tax, Financial Analytics, and Associated Entities and Endowment operations.

The position provides executive-level support to the AVCF through proactive management of a complex executive calendar; coordination of meetings, travel, and special events; preparation of executive correspondence, reports, presentations, and briefing materials; and coordination of activities involving multiple direct reports, university leadership, and institutional initiatives. The position coordinates agendas, prepares supporting materials, records official meeting minutes, and manages follow-up activities for the Finance Leadership Team, Divisional Business Officers, Business Leadership Team, and CITI.

Following the transfer of the Associated Entities portfolio to the AVCF, the position assumed significant governance and board administration responsibilities. The position coordinates board and committee activities for five (5) Associated Entities by scheduling meetings, preparing agendas and board packets, maintaining official records, recording and distributing meeting minutes, tracking board actions, coordinating annual governance requirements, and serving as a liaison among university leadership, board members, donors, affiliated organizations, auditors, investment managers, banking partners, legal counsel, Advancement, and other external stakeholders.

The position serves as the Finance Human Resources Liaison, Leave Keeper, Designated Key Custodian (DKC), and Senior uShop Requester. Responsibilities include coordinating recruitments, onboarding, personnel actions, leave administration, position management, confidential personnel records, and departmental human resource processes for approximately 60 employees while serving as the primary administrative resource between Finance and Human Resources.

The position independently administers financial and budget operations for more than ten Finance funds through weekly reconciliations, budget revisions, SRCI Flex transactions, annual budget preparation, financial reporting, expenditure monitoring, and related accounting activities. The position researches discrepancies, interprets university policies and procedures, analyzes financial information, develops recommendations, and serves as an internal resource regarding budgetary and financial matters requiring sound judgment and analytical skills.

The position also administers the university-wide Finance Training Program by coordinating class schedules, maintaining training records within Percipio, monitoring completion requirements, assigning course credit, preparing reports, coordinating recognition events, and serving as the primary operational contact for Finance professional development initiatives across the university.

In addition, the position serves as content manager for the Finance website and backup content manager for the Controller and Finance Training websites, ensuring policies, procedures, training materials, and departmental communications remain accurate, current, and accessible.

Beyond executive support, the position independently coordinates business operations across multiple functional areas, including financial administration, personnel administration, governance support, policy implementation, training administration, operational process improvement, and cross-functional initiatives. The position routinely establishes priorities, interprets university policies and procedures, resolves administrative and operational issues independently, recommends process improvements, and elevates matters requiring executive decision-making when appropriate. The position exercises considerable independent judgment, manages highly confidential information, and serves as a key operational liaison supporting Finance.
Minimum Education and Experience Requirements
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. Degrees must be received from appropriately accredited institutions.
Preferred education, professional skills and experience
Business Administration or Accounting Degree preferred or equivalent training and experience.