Executive Assistant

Job description

Posting Information

Position Information

Position TypePermanent Staff (SHRA)Is this an internal only recruitment?NoPosition TitleExecutive Assistant - JourneyWorking TitleExecutive AssistantPosition Number00061358Vacancy IDP010771Budgeted Hiring Range$31,200-$56,000Pay Band Information

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

Salary Grade EquivalentGN07Full-time/Part-time Permanent/Time-LimitedFull-Time PermanentIf time-limited, estimated duration of appointmentHours per week40Work Schedule

40 hours a week / 8am-5pm

Department Name and NumberSPH - Deans Ofc-460101Date First Posted09/11/2019Closing Date09/20/2019Position LocationChapel Hill, NCPosition Posting CategoryAdministrative/Clerical Support Position Summary Information

Department Description

The UNC Gillings School of Global Public Health, one of the top ranked public health schools in the nation, is comprised of eight academic units led and supported by the Dean’s Office and other large, centrally administrated school units. We have an enrolled student body of over 1600, taught by approximately 230 permanent faculty, and >100 adjunct and visiting faculty. The staff includes over 600 personnel of various types (including students, research staff and temporary workers) who help to achieve the teaching, research and service missions of the School and also to assist with compliance, finance, IT, fundraising and communication.

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.

Inclusive Excellence is a core value at the Gillings School of Global Public Health. We expect our faculty and staff to actively contribute to fostering an academic workplace climate that is welcoming and supportive for all.

Position Description

The Executive Assistant’s (EA) primary responsibility is to provide executive support to the Senior Associate Dean for Academic and Student Affairs (SAD), currently, Laura Linnan, ScD. In this capacity, the EA will spend the bulk of his/her time providing calendar and email support and on event planning. In addition to overseeing the administrative functions of Academic Affairs, s/he follows up to ensure that assignments/requests/commitments of the SAD are accurate, adequate, consistent, completed prior to deadlines and are of high quality. This individual also works closely with, and will often receive guidance and assignments from, other Academic Affairs team members, as authorized by the SAD. Finally, this position reports directly to the Dean’s Office Manager. As such, this individual serves as a key liaison (along with the Coordinator for Strategic Initiatives) to the Dean’s Office team, communicating about, and helping to align the work of, both units and ensuring smooth exchange of information and coordination of schedules and priorities. The Gillings School administrative team has a matrix model, meaning that administrative staff are cross trained and support each other as needed. In this regard, the person in this position will occasionally rely on Dean’s Office staff to cover their duties or provide surge help and vice versa.

In these capacities, the executive assistant must have an intimate knowledge of the administrative functions of Academic and Student Affairs, the Gillings School’s central administrative units, and department leadership. He/she must understand the broader university and university system, as well as from our accrediting body (CEPH).

The person in this position must analyze, prioritize and keep track of multiple pieces of complex and often confidential information in order to make accurate, efficient decisions regarding workflow, and provide deft facilitation and processing of information and correspondence. In close collaboration with the SAD, the Executive Assistant manages the SAD’s complex schedule, including requests for appointments, meetings, events and travel. This individual must be skilled in anticipating when adjustments in schedules need to be made. Because there often are more requests than available time slots, this task requires sensitivity, judgment, and the ability to prioritize. In addition, while many meetings and events are scheduled far in advance, frequently, requests from high level individuals within the School and university require rescheduling other meetings. This individual must also have excellent judgement about when problems need trouble-shooting in a timely way, and provide the SAD with critical information on timely matters. The individual must provide reminders for key deadlines (and ideally manage tracking systems) and ensure that work is done with high quality. The individual must be a strong communicator, verbally and in writing.

The EA is responsible for independent problem solving, answering questions, providing information and taking action on behalf of the SAD as authorized. The Executive Assistant also is the entry point for students, staff, faculty, university administrators at UNC and elsewhere, and a variety of callers and visitors who seek guidance from the SAD.

The EA must also be able to work with a high-level team that works within Academic Affairs, playing an important role in ensuring that each team member receives key information in a timely manner. This individual must be able to work closely with the Dean’s Office administrative team, coordinating the flow of information across both teams and serving as back-up, if needed, within the Dean’s Office. Similarly, this individual needs to consult about planned absences with the Dean’s Office to ensure that the Dean’s Office team can provide seamless continuation of support for the SAD.

All of the above must be done with minimal errors and utmost professionalism in an office whose priorities must adapt to evolving needs and demands both from within the School and beyond. The EA must facilitate completion of work at a rapid pace on time-sensitive matters with routine interruptions.

The SAD participates in several outside research activities that benefit the School. For example, she serves as PI on several research projects and boards. In this context, the EA must communicate with staff from these groups and understand the nature of the topics on which these projects are focused.

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.

Essential Skills, Knowledge and Abilities

•This position requires an individual with exceptional communication skills (both oral and written) and a professional demeanor, who is also service-oriented and able to multitask in a demanding and constantly changing environment.
•He/she must have a strong commitment to quality and management of all processes to achieve quality in all activities.
•This position must be skillful in organizing, planning and managing administrative activities.
•The position must demonstrate the ability to analyze and interpret policies and guidelines, as well as detailed knowledge of administrative office work processes.
•This position must demonstrate an excellent knowledge of software/programs such as: Word, Excel, Access, PowerPoint, SharePoint, Adobe Acrobat, and Outlook calendar and the Internet. The EA must be skilled in web searching and familiar with social media.
•This position also requires supervisory experience.

Preferred Qualifications

Highly prefer Bachelor’s degree and experience supporting leaders of complex organizations. Knowledge of and interest in public health preferred.

This position must be politically astute and customer friendly.
•This position must be collaborative and enjoy the complexities of working in a matrix organization where it is persuasion rather than dictate that achieves cooperation.
•The position requires someone who understands and upholds the confidentiality of highly sensitive information.

Required Licenses/Certifications Special Physical and Mental RequirementsPosition/Schedule RequirementsOvertime occasionallyPosition AttributesStimulus/ARRA FundedNoQuick Linkhttp://unc.peopleadmin.com/postings/168988 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 [email protected]

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

Applicant DocumentsRequired Documents
  1. Curriculum Vitae / Resume
  2. Cover Letter
  3. List of References
Optional Documents
    Posting Supplemental Questions

    Required fields are indicated with an asterisk (*).

    1. * Please select the response below that best describes your experience/education for the Executive Assistant position.
      • Bachelor's, Master's, Doctorate degree preferably in business administration or a related discipline.
      • Associate's degree in secretarial science, business administration, or a related discipline and 1 year of progressively responsible administrative/office management experience
      • Combination of post-high school education and/or progressively responsible administrative/office management experience area to equal at least 3 years. (eg. Associate degree and 1 year of experience)
      • High school diploma/GED and at least 3 years of progressively responsible administrative/office management experience
      • Did not complete high school but have a combination of high school education and administrative/office management experience to equal 7 years. (1 year of high school and 6 years of related experience)
      • None of the above
    2. * Please describe your experience supporting senior leaders.

      (Open Ended Question)

    3. * What tools, resources or methods do you use to keep yourself organized throughout the day?

      (Open Ended Question)

    4. * Describe your experience working in a collaborative team environment.

      (Open Ended Question)

     

     

     

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    Job No:
    Posted: 9/13/2019
    Application Due: 9/22/2019
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