Executive Assistant - School of Medicine, Deans Office Coastal GME

Job Description

Description

Become part of an inclusive organization with over 40,000 diverse employees, whose mission is to improve the health and well-being of the unique communities we serve.

Summary :

The primary purpose of this position is to be part of and provide administrative support to the Execution Team which functions as part of the UNC and Novant Health affiliation.

This includes directly supporting the Associate Dean's and the Director's schedules, meetings, material preparation, paper and electronic files, travel, oral and written correspondence, and other necessary assignments.

This position's duties also involve coordinating with leadership and their executive assistants from Novant Health, Southeast Area Health Education Center (SEAHEC), and the 4 Councils (Affiliation Executive Council, Research Advisory Council, Academic Advisory Council & the Clinical Advisory Council) to schedule, plan and assist with meetings, retreats, and other special events as related to the Novant Health / UNC Health / UNC SOM agreement.

Responsibilities vary from office support assignments to the performance of administrative duties involving decision-making.

Frequent interaction with Novant Health, SEAHEC, UNC Wilmington, Cape Fear Community College, physicians, hospital leaders, and their assistants will be a significant aspect of this position.

Responsibilities :

1. Meeting Coordination : Coordinate meetings, retreats, and special events as requested by the Associate Dean of Outreach Services.

This includes but is not limited to arranging and coordinating meetings in support of the Chairs of the Academic, Research, and Clinical Advisory Councils.

Coordinate and schedule travel / lodging for the Associate Dean and any guests or recruits involved in the Novant Health partnership.

2. Calendar / Schedule Maintenance : Provide calendar management for the Director of Coastal Outreach by prioritizing inquiries and requests while troubleshooting scheduling conflicts;

make judgments and recommendations to ensure smooth day-to-day engagements; Prioritize and negotiate organizational needs regarding meetings and timeframes.

• 3. Committee, Council Meeting, and Retreat Planning : Act as a liaison and support the Associate Dean and Director. Arrange and handle all logistics for Affiliation Executive Committee (AEC) meetings as well as Academic, Research, and Clinical Advisory Councils and associated sub-committee meetings and retreats : schedule meetings;
• set up Zoom calls; draft & distribute meeting agendas; compile, format and distribute pre-read and presentation materials;

and record and distribute meeting minutes in a timely manner; order catering and supplies as needed to support these meetings and retreats.

4. Liaison : Serves as a point of contact for Novant Health, SEAHEC, Council Chairs, and Sub-Committee leads. Frequent interaction with external leaders at Novant Health, SEAHEC requires this individual to consistently demonstrate excellent customer service and professionalism.

The Executive Assistant must interact and communicate with a strong degree of judgment and discretion by prioritizing and determining the appropriate course of action, referral, or response, exercising judgment to reflect the Associate Dean's style and organization policy.

Provide hospitality to all guests and help foster a welcoming environment.

5. Communications : Independently assimilate and compose materials such as emails, memos, presentations, and posters for the Execution Team members to use in a variety of settings.

Edit & format documents incorporating the Associate Dean's and Director's style. This is demonstrated through the thorough use and knowledge of the Associate Dean's & Director's style and character in oral and written communications.

6. Purchasing / Supplies : Oversee the ordering and purchasing of all necessary supplies / equipment needed for the administrative department and special orders needed to support retreats and conference preparations which includes, but is not limited to ordering via phone, web, etc.

Ensure the appropriate paperwork / documentation is submitted to the accounting staff to satisfy UNC's purchasing requirements.

Ensure supplies are ordered in a timely manner and delivered to the appropriate person.

Hybrid role can be considered with three days in person, two days virtual during the week. Travel required one to two times a year including one overnight stay for the annual retreat between the organizations.

Other Information

Education Requirements :

High School diploma or GED. (Bachelors Degree preferred)

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 written and verbal communication skills. Mastery of Microsoft Word, Excel, and Teams

Job Details

Legal Employer : STATE

Entity : UNC Faculty Physicians

Organization Unit : SOM Dean's Office Coastal GME

Work Type : Full Time

Standard Hours Per Week : 40.00

Salary Range : $20.03 - $28.52 per hour (Hiring Range)

Pay offers are determined by experience and internal equity

Work Assignment Type : Hybrid

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.