Executive Assistant Job at University of North Carolina at Chapel Hill
University of North Carolina at Chapel Hill Chapel Hill, NC 27599
Posting Information
Department
Med Ad-Faculty Affairs-420111
Career Area
Administrative/Clerical Support
Is this an internal only recruitment?
No
Posting Open Date
11/21/2022
Application Deadline
05/01/2023
Position Type
Permanent Staff (SHRA)
Position Title
Executive Assistant - Journey
Salary Grade Equivalent
GN10
Working Title
Executive Assistant
Position Number
20020856
Vacancy ID
P016478
Full-time/Part-time Permanent/Time-Limited
Full-Time Permanent
If time-limited, estimated duration of appointment
Hours per week
40
Work Schedule
M – F 8am to 5pm
Evening or weekend work on occasion
Evening or weekend work on occasion
Work Location
Chapel Hill, NC
Position Location
North Carolina, US
Hiring Range
$48,453 - $60,000
Pay Band Information
To learn more about the pay band for this branch and role, please see
the Career Banding rates spreadsheet.
Position Summary Information
Primary Purpose of Organizational Unit
The UNC School of Medicine has a rich tradition of excellence and care. Our mission is to improve the health and wellbeing of North Carolinians, and others whom we serve. We accomplish this by providing leadership and excellence in the interrelated areas of patient care, education, and research. We strive to promote faculty, staff, and learner development in a diverse, respectful environment where our colleagues demonstrate professionalism, enhance learning, and create personal and professional sustainability. We optimize our partnership with the UNC Health System through close collaboration and commitment to service.
The Office of Faculty Affairs and Leadership Development (FALD) exists to support the development of our faculty members and to provide resources to assure their academic success. As an institution, we strive to promote a diverse, respectful environment where our colleagues can excel in the interrelated areas of patient care, education, and research. To this end, our Office oversees programs and activities directed at all ranks of faculty.
The Office of Faculty Affairs and Leadership Development (FALD) exists to support the development of our faculty members and to provide resources to assure their academic success. As an institution, we strive to promote a diverse, respectful environment where our colleagues can excel in the interrelated areas of patient care, education, and research. To this end, our Office oversees programs and activities directed at all ranks of faculty.
Position Summary
The Executive Assistant’s primary responsibility is supporting the office’s leadership team. This position serves as the point of contact for internal and external stakeholders, including senior leaders in the school of medicine, faculty, and staff. The Executive Assistant also manages the day-to-day operations of the FALD office.
Because FALD is rapidly expanding in reach and impact, the Executive Assistant must enjoy working in an environment that is fast-paced, mission-driven, and results-oriented.
This position may be eligible for a hybrid work schedule.
Duties include but are not limited to:
Managing administrative and logistical tasks including maintenance of the senior associate dean(s) and director’s calendars and ensuring that time is allocated to the highest-priority tasks.
Managing the day-to-day operations of the Office of Faculty Affairs and Leadership Development, including opening and closing the office, inventorying and ordering office supplies, and maintaining vendor relationships.
Assisting with conference registrations and arranging travel plans, itineraries, and agendas.
Assisting with expense reports, invoicing, and p card receipts.
Supporting the five-year reviews of senior leaders including scheduling, agenda-setting, day-of support, and follow up.
Drafting and editing correspondence that is often sensitive and confidential.
Providing logistical support for meetings, conference calls, and events. Managing meeting and event invitations and confirming attendance. Preparing select meeting materials, such as agendas, presentations, notes, action items, and reports. Securing meeting locations (in person, virtual, or hybrid) and supporting other logistics as needed.
Developing and executing standard operating procedures.
Serving as a key point of contact and ensuring effective communication between the FALD office, Dean’s Office, Department Chairs, and other key stakeholders.
Contributing to consistent, integrated, and mission-aligned communications.
Supporting a strong team including onboarding of new team members, assisting with organization and maintenance of records and shared electronic filing system.
Contributing to effective and positive interpersonal team dynamic.
Fostering an inclusive, professional, and warm work environment where all members of the team are able to thrive.
Other tasks as requested.
Because FALD is rapidly expanding in reach and impact, the Executive Assistant must enjoy working in an environment that is fast-paced, mission-driven, and results-oriented.
This position may be eligible for a hybrid work schedule.
Duties include but are not limited to:
Managing administrative and logistical tasks including maintenance of the senior associate dean(s) and director’s calendars and ensuring that time is allocated to the highest-priority tasks.
Managing the day-to-day operations of the Office of Faculty Affairs and Leadership Development, including opening and closing the office, inventorying and ordering office supplies, and maintaining vendor relationships.
Assisting with conference registrations and arranging travel plans, itineraries, and agendas.
Assisting with expense reports, invoicing, and p card receipts.
Supporting the five-year reviews of senior leaders including scheduling, agenda-setting, day-of support, and follow up.
Drafting and editing correspondence that is often sensitive and confidential.
Providing logistical support for meetings, conference calls, and events. Managing meeting and event invitations and confirming attendance. Preparing select meeting materials, such as agendas, presentations, notes, action items, and reports. Securing meeting locations (in person, virtual, or hybrid) and supporting other logistics as needed.
Developing and executing standard operating procedures.
Serving as a key point of contact and ensuring effective communication between the FALD office, Dean’s Office, Department Chairs, and other key stakeholders.
Contributing to consistent, integrated, and mission-aligned communications.
Supporting a strong team including onboarding of new team members, assisting with organization and maintenance of records and shared electronic filing system.
Contributing to effective and positive interpersonal team dynamic.
Fostering an inclusive, professional, and warm work environment where all members of the team are able to thrive.
Other tasks as requested.
- Evening or weekend work on occasion.
Minimum Education and Experience Requirements
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.
Required Qualifications, Competencies, and Experience
Excellent written and verbal communication skills. Customer focus and outstanding interpersonal skills. Ability to work comfortably with all levels of employees. Ability to manage complex events and multi-task. High level of proficiency with Microsoft Office products (e.g., Outlook, Word, PowerPoint, Excel, Access). Creative problem solving skills.
Preferred Qualifications, Competencies, and Experience
- Takes initiative, is proactive and forward-thinking
- Is confident, tactful, and persistent when necessary
- Demonstrates independent decision-making and critical thinking skills
- Displays a customer service orientation
- Interacts positively with diverse groups of people
- Possesses strong written and oral communication skills
- Is highly organized and task-oriented
- Has advanced experience with Microsoft office suite of products
- Brings an open mind and willingness to learn new software
Required Licenses/Certifications
Special Physical/Mental Requirements
Campus Security Authority Responsibilities
Not Applicable.
Position/Schedule Requirements
Please Note :
clarksqn.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, clarksqn.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.