Administrative Support Specialist & Work Study Student Program Coordinator

Job description

Position Type:

Permanent Staff (SHRA)

Is this an internal only recruitment?:


Position Title:

Admin Support Specialist - Advanced

Working Title:

Administrative Support Specialist & Work Study Student Program Coordinator

Position Number:


Vacancy ID:


Budgeted Hiring Range:

$41,250 - $45,834

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:


Full-time/Part-time Permanent/Time-Limited:

Full-Time Permanent

Hours per week:


Work Schedule:

Monday-Friday (8AM – 5 PM)

Department Name and Number:

Family Medicine-411601

Date First Posted:


Closing Date:


Position Location:

Chapel Hill, NC

Position Posting Category:

Administrative/Clerical Support

Department Description:

Top-ranked in the nation, UNC Family Medicine provides patient-centered primary care, conducts groundbreaking research, cares for communities, and trains the best and the brightest young doctors. We aim to support and improve the health of the communities we serve, with a special commitment to the underserved, mothers and children, the elderly and other populations at risk in a time of rapid changes in the organization of health care. We are concerned with both current needs and future generations. Our vision is to be the leading department of family medicine, transforming care and growing leaders to improve health. Our mission is to promote the health of the people of North Carolina and the world through leadership and innovation in clinical practice, medical education, research, and community service.

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:

This position is responsible for providing a wide variety of administrative, office, and program support for the department. Support involves multiple faculty, projects, programs, and collaborating with colleagues to provide seamless administrative support services. Position responsibilities include, the coordination of the Federal work study student program including student assignments and program budgeting, calendar and scheduling support, processing travel reimbursements, assisting with coordination of faculty Continuing Medical Education (CME) and project budgets, assisting with departmental activities and events, coordinating project communications, assisting with space preparation for new staff and faculty, and other administrative duties as assigned by the department manager and faculty. This position is also responsible for building function coordination and ensuring that all common areas, shared office space, and conference rooms are organized and maintain a professional appearance at all times. This position will also serve as the primary back up for the front desk reception area, and is responsible for organizing and distributing all departmental mail. Specific responsibilities may include, but are not limited to:
• Provide administrative support to various Family Medicine faculty and program director(s)
• Responsible for support and coordination of various programs within the Department of Family Medicine, including the nationally recognized Faculty Development Program
• Answer questions and requests from faculty and program director(s) by providing timely information and or outlining action steps for resolution
• Resolve administrative problems by analyzing information, identifying and communicating solutions
• Provide support for faculty members’ course(s), program(s), and project(s)
• Oversight and understanding of Faculty Continuing Medical Education funds and other faculty, program, and project budgets
• Provide calendaring and scheduling support to associated faculty and program directors
• Provide administrative support for various meetings as indicated by faculty or program manager, including meeting preparation, meeting logistics, and taking notes
• Resolve programmatical problems by analyzing information, identifying and communicating solutions
• Primary supervision of work student students, Interviews, hiring and evaluations
• Develop, maintain, and distribute work schedules/tasks list for students, maintain online task list
• Manage workloads and ensure that students are held accountable for department set work and performance expectations
• Coordination of front desk coverage
• Distribution and sorting of paper mail and packages for the department
• Submit and maintain tracking file of building work order requests
• Coordinating facilities with renovation schedules and sub-contractors
• Coffee machine maintenance and product orders
• Secondary contact for facilities and renovations team
• Maintain recycling and surplus

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:

Candidates must have experience providing administrative support in a professional office environment, planning meetings, managing calendars, problem solving, and working in a team environment. The position requires experience using Microsoft Office applications, including Word, Outlook, Excel, and PowerPoint. Candidates must demonstrate previous work experience coordinating competing priorities. Necessary requirements are organizational skills, attention to detail, and the ability to exercise sound judgment and discretion. Candidates are expected to exhibit professional interpersonal communication skills, both verbal and written. Candidates must have the ability to maintain effective working relationships with all peers, program related personnel and faculty, demonstrating initiative, and remaining calm under pressure. The ability to work occasional evenings is required.

Preferred Qualifications:

The preferred candidate will have a Bachelor’s Degree, demonstrate the ability to work independently and collaboratively and have the ability to adapt quickly to a changing environment in a position with evolving duties. Previous experience working in a medical and/or academic environment is preferred.

Position/Schedule Requirements:

Evening work occasionally, Overtime occasionally

Stimulus/ARRA Funded:





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Job No:
Posted: 4/16/2021
Application Due: 4/27/2021
Work Type: Full Time