Executive Assistant

Job description

Posting Information

Position TypePermanent Staff (SHRA)Is this an internal only recruitment?NoPosition TitleExecutive Assistant - JourneyWorking TitleExecutive AssistantPosition Number20011111Vacancy IDP012038Budgeted Hiring Range$48,453 - $59,220Pay 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 Time-LimitedIf time-limited, estimated duration of appointment3 yearsHours per week40Work Schedule

Monday – Friday, 8am – 5pm

Department Name and NumberSOP-DPET-452200Date First Posted10/12/2020Closing Date10/19/2020Position LocationChapel Hill, NCPosition Posting CategoryAdministrative/Clerical SupportDepartment Description

The UNC Eshelman School of Pharmacy at the University of North Carolina at Chapel Hill is the number one pharmacy school as ranked by U.S. News & World Report in its 2017 America’s Best Graduate Schools edition. We are a nationally recognized leader in progressive pharmaceutical care practice, education and research. The School enrolls approximately 600 Doctor of Pharmacy students, 80 Ph.D. students, and 20 master’s degree students. We maintain a robust research enterprise dedicated to finding new treatments for diseases and better ways of delivering health care. The School ranks second among the nation’s pharmacy schools in external research funding received. Our mission is to develop leaders in pharmacy education, pharmacy practice and the pharmaceutical sciences who make a difference on human health worldwide.

The Division of Pharmacotherapy and Experimental Therapeutics (DPET) has the unique responsibility within the UNC Eshelman School of Pharmacy to provide classroom and clinical instruction for pharmacy students in the practice of pharmacy and to train graduate and postgraduate pharmacists in the principles of translational research. We engage in innovative teaching and research, preparing our students to be professional and scientific leaders.

DPET is a rapidly growing division focused on collaborative clinical and translational research projects, with a special emphasis on developing world-class programs in pharmacogenomics, quantitative pharmacology, and experimental therapeutics. Current research centers around the following therapeutic areas: oncology, cardiovascular, HIV, and gastroenterology/hepatology. The Division’s graduate program focuses on developing translational research skills that facilitate evaluation of the mechanisms of disease processes and drug therapy. Students utilize preclinical models and conduct patient-oriented research to evaluate mechanisms of disposition, efficacy, and toxicity of therapeutic agents.

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 Executive Assistant reports directly to the Chair of the Division of Pharmacotherapy and Experimental Therapeutics. The position leads and manages all administrative operations of the offices of the Chair and Vice Chair and will include performing an extensive range of highly visible activities such as communication with various university and external constituents at multiple levels. The person selected for this position will be expected to implement school strategic initiatives.

The Executive Assistant has a great deal of responsibility and must display initiative in and independence in her/his role. The Chair has delegated the opportunity to act when the need arises with less guidance and oversight.

The Executive Assistant supervises three administrative support professionals in the division.

The position ensures that the appointment, reappointment, promotion and tenure process for faculty is maintained and administered on time.

The Executive Assistant has financial operations responsibilities for the division including record-keeping, data reporting analysis, and a robust collaboration with division accounting technician in reconciliation and monitoring of the division budget.

The position will work with Human Resources to establish and fill positions within the division.

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

The selected individual must have outstanding interpersonal skills. He or she prioritizes and negotiates organizational needs regarding meetings, timeframes, and deadlines. He or she exercises delegated authority to speak on behalf of the administrator regarding a variety of administrative and programmatic matters.

The selected individual will have strong program knowledge of the goals, priorities, and commitments of the administrator and operational structure. He or she will be able to demonstrate considerable knowledge of the programs and culture of the organization, apply knowledge of strategic goals, organizational practices, and critical policies, laws, rules, and regulations that impact the mission of the organization. This position requires an awareness of internal and external constituents and organizations with which the administrator’s commitments must be coordinated.

The selected individual must have excellent problem solving skills and be able to analyze and resolve unusual and novel situations based on significant knowledge of organizational activities, administrator’s priorities, and delegated authority. She or he has the ability to coordinate and facilitate solutions with internal and external organizations and constituents within delegated authority from the administrator.

The preferred candidate must use judgment and independence to make changes to schedules and matters of the administrator, stay abreast of and prioritize issues. She or he must be able to track and monitor pending issues for follow-up and independently develop agenda for future meetings.

The preferred candidate must have the ability to Independently assimilate and compose materials for the administrator to use in a variety of settings (i.e. publications, web site, etc.) and the ability to edit documents to incorporate the administrator’s personal style.

The selected individual will have the skill to research information affecting organizational goals and objectives and administrator’s decision-making needs. He or she will be able to interpret and and summarize information based on program knowledge, organizational goals, and priorities.

He or she will be capable of administering a budget which includes making sound recommendations regarding the use and distribution of funds.

It is expected that the selected individual have a working knowledge of all Microsoft Office products as it pertains to the position. This includes PowerPoint, Outlook, Word, and Excel. It is expected that upon hire, the individual will maintain a level of proficiency related to these products.

Preferred Qualifications

A Master’s degree and at least two years of administrative support experience is preferred. Familiarity with the UNC policies and regulations is an advantage.

Required Licenses/Certifications Special Physical and Mental RequirementsPosition/Schedule RequirementsEvening work occasionally, Weekend work occasionallyPosition AttributesStimulus/ARRA FundedNoQuick Linkhttp://unc.peopleadmin.com/postings/184425Office 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. * Describe your experience with the supervision of employees including detailing your leadership style.

      (Open Ended Question)

    3. * Describe your experience with budgeting and financial reporting including your comfort level with Excel and use of UNC systems like Infoporte and ConnectCarolina, if applicable.

      (Open Ended Question)




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    Job No:
    Posted: 10/13/2020
    Application Due: 10/20/2020
    Work Type: