Executive Assistant - Obstetrics and Gynecology

Job Description

Description

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Summary:

The Department of Obstetrics and Gynecology is recruiting an Executive Assistant to support the Division of Urogynecology. The position will serve as the Division Coordinator and report directly to the Division Director for Urogynecology with a dotted line to the Associate Chair for Administration for the Department of Obstetrics and Gynecology. This position will support all administrative functions within the Division and all Division members, including the faculty, trainees (primarily fellows), research team and administrative team. This position will provide administrative support to the Division Director and three other faculty members in the Division of Urogynecology. They will be expected to handle confidential information and uses discretion in dealing with internal and external contacts.

The Division Coordinator will also assist with the fellowship program for the Division and work closely with the fellows in training and the Fellowship Director.

The individual in this position is responsible for a wide range of administrative and managerial responsibilities, which require a high degree of independent thought, analysis, and action. This position will be expected to work independently and in collaboration with other administrative support staff across the department. This is a hybrid position that will require on-site attendance at the Urogynecology outpatient clinic in Raleigh 2-3 days per week. 

Responsibilities:

1. Administrative Support for the Division Director and Urogynecology faculty:

• Serves as primary assistant to a director. Organizes supervisor’s files (electronic and paper). Ensures materials are readily accessible and that file maintenance is current. Maintains confidentiality of information

• Researches and composes a variety of correspondence, memoranda and reports using office support software packages. Compiles materials from multiple sources into a unified presentation. Maintains confidentiality of information

•Communicates and follows up with department managers regarding project and report data due to supervisor. Ensures agenda and documents for discussion are distributed in advance to meeting attendees. Prepares and distributes minutes of meetings.

• Screens telephone calls, visitors and appointments. Provides information or refers appropriately. Opens, reads and screens mail addressed to supervisor. Responds to routine correspondence as instructed. Responds to email as instructed

• Schedules calendar commitments for supervisor and other faculty. Arranges meetings, conferences and travel logistics.

• Preparing presentations, updating CVs, etc.

2. Division Coordinator Activities:

• Organize credentialing, orientation, onboarding and training of new staff and fellows, maintaining standard operating procedure manuals, updating and record-keeping of policies

• Purchasing necessary supplies and equipment for the division, processing reimbursements

• Planning divisional events (retreats, meetings, etc.

• In coordination with the departmental finance team, this position will help monitor the division’s annual clinical budget, ensure faculty funding sources are accurate, and track faculty CME funding allocations.

• Approve expenditures and manage various aspects of the Division’s budget.

• In coordination with the departmental HR team, this position will help onboard new providers and staff, including assisting with credentialing activities, ordering supplies and equipment, and scheduling interviews.

3. Coordination for the Urogynecology fellowship program:

• Coordinate the fellowship program and assist with fellowship accreditation activities

• Oversee trainees (fellows, residents and medical students) and their schedules and credentialing.

Other Information

Education Requirements:

● High School diploma or GED

Licensure/Certification Requirements:

● No licensure or certification required.

Professional Experience Requirements:

● Two (2) years of progressive experience in a clerical, administrative or office management role.

Preferred Qualifications

1. Experience with UNC School of Medicine administrative policies or experience in a healthcare setting
2. Experience with financial transactions and processes for purchasing, reimbursement, and travel
3. Experience with marketing

Knowledge/Skills/and Abilities Requirements:

1.Experience in office administration
2.Outstanding communication, organizational, interpersonal and teamwork skills
3.Attention to detail
4.Efficiency
5.Independent decision-making skills
6.Excellent computer skills (strong knowledge of Microsoft Word, Outlook and Excel)

Job Details

Legal Employer: STATE

Entity: UNC Faculty Physicians

Organization Unit: SOM Ob/Gyn

Work Type: Full Time

Standard Hours Per Week: 40.00

Salary Range: $20.03 - $28.52 per hour (Hiring Range)

Pay offers are determined by experience and internal equity

Work Assignment Type: Hybrid

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 with UNC Health benefits. If, however, you are presently an employee of another North Carolina agency and currently participate in TSERS or the ORP, you will be eligible to continue participating in those plans at UNC Health.

Qualified applicants will be considered without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

UNC Health makes reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as applicants and employees with disabilities. All interested applicants are invited to apply for career opportunities. Please email [email protected] if you need a reasonable accommodation to search and/or to apply for a career opportunity.