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Administrative Assistant

Employer
University of North Carolina at Chapel Hill
Location
Chapel Hill, NC

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Job Details

Posting Information

Position Information

Position Type Permanent Staff (SHRA) Is this an internal only recruitment? No Position Title Admin Support Specialist - Advanced Working Title Administrative Assistant Position Number 20032984 Vacancy ID P010008 Budgeted Hiring Range $41,000 - $48,000 Pay Band Information

To learn more about the pay band for this branch and role, please see the Career Banding rates spreadsheet.

Salary Grade Equivalent 63/GN07 Full-time/Part-time Permanent/Time-Limited Full-Time Permanent If time-limited, estimated duration of appointment Hours per week 40 Work Schedule

Monday – Friday, 8am-5pm

Department Name and Number Med Ad-Fin and Bus Operations-420102 Date First Posted 04/17/2019 Closing Date 04/23/2019 Position Location Chapel Hill, NC Position Posting Category Administrative/Clerical Support Position Summary Information

Department Description

The Finance and Business Operations (FBO) office serves as the School of Medicine’s (SOM) chief financial office by providing leadership and direction in a multitude of areas. The office is directly responsible for accounting and overall financial operations for the SOM; this includes planning and directing daily accounting activities, as well as development and implementation of procedures to ensure compliance with State regulations, and providing for operational checks and balances. A primary task of the Office is comprehensive financial planning, which includes development of “all-funds” budgeting models for the entire School. The Office analyzes trends at both the School and departmental levels, making recommendations to the Dean regarding strategies to ensure financial soundness. Seven-year forecasts are prepared to guide investment decisions in new businesses and support of missions. The Office counsels users in appropriate use of funds based upon analysis of fund authorities, with a goal of conserving gift trusts and other sources of flexible funding. FBO serves as a consultant to the 60+ departments and 25+ Dean’s Office units regarding operational processes and provides advice relating to exceptional problems that have no specific policy or precedent. Through outreach and training, FBO sets direction and guides all departments and units within SOM. The Office’s goal is to develop and train the School’s administrative managers. FBO is further tasked with providing timely access to information as is required for business decisions; focus is upon development of new databases and reports. The Office serves as advisor to the University community regarding design and implementation of new systems. FBO is the primary interface for the SOM with the Medical Foundation of NC, UNC Physicians and Associates, the UNC Healthcare System, and University administrators in the Provost’s Office and Finance and Administration.

Equal Opportunity Employer

The University of North Carolina at Chapel Hill is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender, gender expression, gender identity, genetic information, race, national origin, religion, sex, sexual orientation, or status as a protected veteran.

Position Description

The Administrative Assistant will provide administrative support to the Associate Dean and Assistant Dean for FBO as well as the Director for UNC Faculty Practice Financial Services, and for the operations of the FBO Office. The position manages schedules and meeting arrangements, oversees travel and office supply expenditures, provides assistance with accounting functions, and provides support for various projects and reporting responsibilities as needed.

Other related duties will include:
-Overseeing office operations, including supply management, facilities coordination, onboarding new employees, and other related duties.
-Travel coordination
-Compiling reports and data
-Update FBO website content
Files and records management

Minimum Education and Experience Requirements

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Essential Skills, Knowledge and Abilities

Must be proficient in Microsoft Word, Excel, PowerPoint, email/calendar software packages.
Experience providing general office support for a high volume office.
Excellent oral and written communication skills.
Excellent organizational skills.

Preferred Qualifications

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.

Experience with Infoporte, ConnectCarolina (PeopleSoft), WordPress website editing, and meeting systems (i.e. Doodle polls, “Find Time”, etc.)

Required Licenses/Certifications Special Physical and Mental Requirements Position/Schedule Requirements Overtime occasionally Position Attributes Stimulus/ARRA Funded No Quick Link http://unc.peopleadmin.com/postings/160046 Contact Information

Office of Human Resources Contact Information

If you experience any problems accessing the system or have questions about the application process, please contact the Office of Human Resources at (919) 843-2300 or send an email to employment@unc.edu

Please note: The Office of Human Resources will not be able to provide specific updates regarding position or application status.

Applicant Documents Required Documents
  1. Curriculum Vitae / Resume
Optional Documents
  1. Cover Letter
Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Please select the response below that best describes your experience/education for the Administrative Support Specialist position.
    • High school diploma/GED and at least one year of office support experience
    • Associate's, Bachelor's, Master's, or Doctorate in any field
    • Combination of post high school education and/or experience in office support to equal at least 1 year
    • Did not complete high school but have a combination of high school education and office support experience to equal 5 years (ex. 1 year of high school and 4 years experience)
    • None of the above
  2. * How many years of experience do you have in providing high level administrative support?
    • 0 - Years
    • 1 - 3 Years
    • 4 - 5 Years
    • 5+ Years
  3. * Do you have experience with scheduling software, such as Ad Astra, or with scheduling resources via Outlook Calendar? If so, with which do you have experience?
    • Ad Astra only
    • Outlook calendar only
    • Ad Astra and Outlook calendar
    • None of the above
  4. * Do you have any prior experience with any UNC Chapel Hill software systems, such as ConnectCarolina, RAMSeS, SPOTS, or PeopleSoft? If so, please briefly describe your experience.

    (Open Ended Question)

  5. * How would you rank your knowledge of Microsoft Office?
    • Beginner
    • Intermediate
    • Expert

Organization

The nation’s first public university is at the heart of what’s next, preparing a diverse student body to become creators, explorers, innovators and leaders in North Carolina and throughout the world. Carolina’s nationally recognized, innovative teaching, campus-wide spirit of inquiry and dedication to public service continue the legacy that began in 1795 when the University first opened its doors to students.

Here, in one of America's most beautiful college settings, we offer exceptional careers in richly diverse fields. Come explore what UNC-Chapel Hill has to offer you.


Undergraduate Enrollment: 19,117

Graduate/Professional Enrollment: 10,894

Total Student Enrollment: 30,011

Founded: 1789, as the first state university in the United States

Type of Institution: Public, four-year

Undergraduate Admission: 15,961

Graduate/Professional Enrollment: 10,039

Total Student Enrollment: 26,000

Faculty: 3,000

Percentage of faculty who hold Ph.D.s or the highest degrees in their field: 94 percent

Faculty/student ratio: 1/14

Location: UNC is located in the heart of Chapel Hill, the best college town in America! It's a friendly town of about 40,000 in the geographical center of North Carolina. Chapel Hill is at the western point of the Research Triangle, an area of about one million people, comprised of Chapel Hill, the cities of Durham and Raleigh, and the Research Triangle Park, home of many corporate offices and scientific research centers. Carolina is about 30 miles from the state capital, Raleigh, and 20 minutes from Raleigh-Durham International Airport.

Chapel Hill's main street, Franklin Street, borders the campus and offers shops, coffee houses, cafés, movie theaters and houses of worship. The town has a historic district, museum, library, parks, malls, and many recreational facilities.

Origins of Carolina's students: 82 percent of UNC's freshmen are from North Carolina and 18 percent are from out-of-state. Our students come from 42 different states and our international students represent 37 countries.

Size of freshman class: Approximately 3,400

Class size: Barely five percent of undergraduate classes contain more than 100 students; two-thirds of undergraduate classes have fewer than 30 students. Forty-one percent have fewer than 20 students, including First Year Seminars, in which first-year students work closely with professors.

Sports and athletic programs: UNC is an NCAA Division I school with 28 varsity teams. Carolina is the proud home of the Dean Smith Center, Kenan Stadium, Carmichael Auditorium, Koury Natatorium, and many other fine athletic facilities. Students join more than 60 intramural and club sports, which include baseball, bowling, crew, golf, lacrosse, rock climbing, rugby, tae kwon do, and ultimate frisbee. The Student Recreation Center offers weight training, aerobics, stair machines, and all the equipment you would expect to find at a great health club! Carolina offers a newly renovated outdoor pool and indoor pools, a golf course, tennis courts, and the longest zipline in America!

Number of residence halls: Incoming undergraduates will live in one of Carolina's 29 residence halls, which are wired for Internet access and cable television. housing.unc.edu

Scholarships and financial aid: About 40 percent of UNC-Chapel Hill students receive scholarships and/or some form of financial aid. studentaid.unc.edu

Special research institutes: Institute for Research in Social Science, Institute of Outdoor Drama, Morehead Planetarium, Kenan Institute of Private Enterprise, Institute of Government, Institute of African American Research.

Career services: On-campus counseling, job fairs, résumé writing service, internships, placement services. www.unc.edu/depts/career

Technological facilities: Students find multiple uses for Carolina's state-of-the-art technological resources. They can access Carolina's computer services through Academic Technology and Networks, which manages academic computing, e-mail, microcomputing labs, interactive media presentation, video and classroom support, and a help desk. The MetaLab oversees the development of SunSITE, one of the world's busiest digital library and electronic publishing projects.

Students may open e-mail accounts, and many use campus computer resources to construct personal Web pages. Students in residence halls have hardwired network connections to the Internet and cable television in their rooms. At the ATN Training center, students may take classes on software packages and utilities. Computer labs are available for student use all over campus.

Carolina Computing Initiative: Beginning with the freshman class of 2000, undergraduates must purchase laptop computers. The University has arranged for IBM to offer computers at excellent prices. Students, faculty, and staff will enjoy cost savings, higher quality compatible equipment, and better technical support through CCI. www.unc.edu/cci

The Study Abroad program allows students to live and learn in Europe, the Middle East, Asia and the Pacific Rim, Africa, and the Americas. www.unc.edu/depts/abroad

The Honors Program offers special seminars, research programs, and the chance to design your own independent studies. www.unc.edu/depts/honors

Carolina students spend time in public service through student organizations, the Campus Y, the Carolina Center for Public Service, and courses that incorporate community service.

UNC's chapter of Phi Beta Kappa, a national collegiate honor society, is the oldest in North Carolina, dating from 1904. There are many other honorary societies at Carolina.

UNC offers ROTC programs in all branches of national military service.

Through the First Year Seminars program, first year students will understand what it means to study at a premier research university. They will learn from faculty members and share in their research in seminars of no more than 20 students.

Life outside the classroom: More than 370 clubs, teams, and student organizations offer something for everyone! You can choose from among musical and dramatic performing groups, publications, ethnic and religious clubs, the Campus Y and other service organizations, fraternities and sororities, and pre- professional organizations. Whatever your interests, you will find others at Carolina who share them! www.unc.edu/depts/union/student/listintr.htm

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