Administrative Specialist

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.

This is a State position employed by UNC Health Care System. 

Summary:
The Department of Obstetrics and Gynecology is recruiting an Administrative Specialist to support the Vice Chairs of the central administrative office. This position will provide high level administrative support including calendaring management, travel and event planning, and other projects as assigned. 

This position will be expected to work independently and in collaboration with the Executive Coordinator for the Department Chair. This is a hybrid position that will require on-site coverage of the Obstetrics and Gynecology office at the UNC Medical Center 2-3 days per week. This position qualifies for a $3,000 commitment incentive, paid in six (6) installments over a three (3) year commitment. Payment is made after each six (6) month period of work completed. Learn more here: https://jobs.unchealthcare.org/pages/unc-medical-center-unc-faculty-physicians-outpatient-commitment-incentive-program

Responsibilities:
1. Calendar management – scheduling and prioritizing meetings for assigned senior staff and faculty. 

2. Serve as the subject matter expert for travel planning in the department – act as the travel delegate for faculty; book flights, lodging, and conference registrations; help troubleshoot planning and reimbursements. 

3. Provide cross coverage for the Executive Coordinator for the Department Chair. 

4. Plan events for faculty, fellows, residents, and staff. 

5. General administrative support – preparing presentations, updating CVs, etc. for the Vice Chairs of the department. 

6. Serve as the point person for all complex customer service and administrative issues in the Department. Interpreting and communicating policies/procedures to other parties based on knowledge of the organization and departmental guidelines. 

Other Information

Other information:
Education Requirements:
● High School diploma or GED
Licensure/Certification Requirements:
● No licensure or certification required.
Professional Experience Requirements:
● Two (2) years of clerical or administrative experience
● If Bachelor's degree, no years of clerical or administrative experience
● If Associate's degree, one (1) year of clerical or administrative experience
Knowledge/Skills/and Abilities Requirements:
● Customer Focus: makes the customer and their needs their top priority and goes the extra mile to satisfy their customers. Demonstrates the ability to resolve customer problems. Technical expertise: understands the technical aspects of one’s job. Effectively uses Microsoft office products in order to produce reports and documents. Demonstrates the ability to learn and master the scheduling system as appropriate Coachability: Receptive to feedback, willing to learn and embraces continuous improvement Accountability: Manages performance to meet expected results. Works to meet the internal/external customer requirements. Fiscal responsibility: Understands the insurance process and seeks to make the best decision/referral in the interest of the customer. Understands the relationship of the budget and resources to the strategic plan. Coaching: Shares information, advice and suggestions to help others to be more successful. Provides appropriate support and acts as a resource depending on the situation and capabilities of the employee. Conflict Resolution: Uses appropriate interpersonal styles and methods to reduce tension or conflict between two or more people. Finds agreement on issues and follows through on implementation Solving Problems: Uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.

Job Details

Legal Employer: STATE

Entity: UNC Faculty Physicians

Organization Unit: SOM Ob/Gyn 

Work Type: Full Time

Standard Hours Per Week: 40.00

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.