Description

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Summary:
The Executive Assistant provides high-level administrative support to the leadership team within the Chair’s Office of the Department of Surgery. This role also serves as a backup to the Chair’s assistant, who supports both the Department Chair and the Associate Chair of Administration. The position requires a high degree of professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant will also serve as a front-facing representative for executive leadership, which includes the APP Director, Director of Operations, Director of Academic Affairs, and Business Manager. Strong writing skills, professionalism, cordiality, and a welcoming presence are essential. The ideal candidate must be proactive in anticipating the needs of leadership and taking initiative to ensure the efficiency of operations. This is an onsite position.

Responsibilities: 

1. Serves as the primary administrative assistant to department leadership, ensuring efficient office operations and organizational support. Manages electronic and paper files, ensuring timely access to information while maintaining confidentiality. 

2. Maintains the calendars of department leadership, coordinating and scheduling internal and external meetings, conferences, and travel arrangements. 

3. Prepares, edits, and distributes a variety of correspondence, reports, presentations, and memoranda using office support software. Compiles data from multiple sources for departmental reports and initiatives. Must demonstrate strong writing skills in all communications. 

4. Coordinates department-wide administrative functions, including scheduling and supporting leadership meetings. Communicates with department managers regarding project deadlines and data submissions. Ensures meeting materials are prepared and distributed in advance and records accurate minutes. 

5. Serves as a point of contact for the Chair’s Office, screening calls, visitors, and correspondence. Provides information, directs inquiries appropriately, and responds to routine correspondence on behalf of leadership. Serves as a front-facing representative of executive leadership, maintaining a professional, cordial, and welcoming presence. 

6. Assists with managing administrative budgets, processing expenses, and maintaining financial records in compliance with department and university policies. 

7. Supports special projects and departmental initiatives, ensuring timely follow-up and completion. Collaborates with faculty and staff to support departmental goals and strategic initiatives. 

8. Provides backup support to the Chair’s assistant, assisting with high-level administrative tasks related to the Department Chair and Associate Chair of Administration. 

Other Information

Education Requirements:
● High School diploma or GED
Licensure/Certification Requirements:
● No licensure or certification required.
Professional Experience Requirements:
● Two (2) years of progressive experience in a clerical, administrative or office management role.
Knowledge/Skills/and Abilities Requirements:

• Strong organizational skills with the ability to multitask and prioritize competing demands.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other administrative tools.
• Ability to handle confidential information with discretion.
• Strong interpersonal skills and ability to work collaboratively with faculty, staff, and leadership.
• Experience with scheduling, budget monitoring, and travel coordination preferred.
• Professional demeanor with the ability to create a welcoming and approachable atmosphere for internal and external stakeholders.
• Proactive mindset with the ability to anticipate needs and take initiative to streamline operations.

Job Details

Legal Employer: STATE

Entity: UNC Faculty Physicians

Organization Unit: UNC P&A Surg Admin

Work Type: Full Time

Standard Hours Per Week: 40.00

Salary Range: $20.53 - $29.23 per hour (Hiring Range)

Pay offers are determined by experience and internal equity

Work Assignment Type: Onsite

Work Schedule: Day Job

Location of Job: US:NC:Chapel Hill

Exempt From Overtime: Exempt: No

This is a State position employed by UNC Health Care System with UNC Health benefits. If, however, you are presently an employee of another North Carolina agency and currently participate in TSERS or the ORP, you will be eligible to continue participating in those plans at UNC Health.

Qualified applicants will be considered without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

UNC Health makes reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as applicants and employees with disabilities. All interested applicants are invited to apply for career opportunities. Please email applicant.accommodations@unchealth.unc.edu if you need a reasonable accommodation to search and/or to apply for a career opportunity.