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Executive Assistant - Division of Oncology

Job ID: 5670
Location: Chapel Hill, NC
Facility/Division: UNC Faculty Physicians
Status: Full Time
Shift: Day Job

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Job Description


Become part of an inclusive organization with over 30,000 diverse employees, whose mission is to improve the health and well-being of the unique communities we serve.

Provides the principal executive office/administrative support to the division chief and divisional leadership. Handles critical and confidential information and uses discretion in dealing with internal and external contacts. 

Specific divisional duties include, but are not limited to:

·Acts as a liaison between Division Chief, Administrative Chief, and Business Manager

·Communicates, manages and follows up with other executive assistant regarding numerous projects, meeting and data requests

·Works closely with Department Chair’s office, SOM and hospital leadership

·Event planning (retreat/faculty recognition/holiday/other) – coordinates with counterpart, if appropriate

·Oversees annual faculty review process

·Faculty mentorship coordination and tracking

·Anticipates needs related to schedules and activities and provides administrative, communication, clerical, travel and financial support to fulfill anticipated and established needs

·Ensures compilation and advance distribution of meeting materials, including working with executives on agendas in PowerPoint for senior-level meetings

·Schedules divisional faculty meetings

·Schedules senior leadership meetings (coordinates with counterpart)

·Supplemental administrative support for other leadership positions as needed (ACA, business managers)

·Special projects (may include faculty recruitment coordination, etc.)

·Divisional announcements to faculty and staff, maintenance of listserv(s) and email contact groups

·Maintains divisional org chart

·Processes reimbursements for travel and work-related expenses

·Maintains and updates CV and NIH biosketch

Description of Job Responsibilities:

1. 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

2. 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

3. 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.

4. 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

    5. Schedules calendar commitments for supervisor. Arranges meetings, conferences and travel logistics for executives and officials. Monitors and maintains administrative office budget.

    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 progressive experience in a clerical, administrative or office management role.
    Knowledge/Skills/and Abilities Requirements:

    Job Details

    Legal Employer: STATE

    Entity: UNC Faculty Physicians

    Organization Unit: SOM Med Oncology 

    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.
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    Diversity Statement

    The UNC Health System and the UNC School of Medicine are committed to valuing all people throughout our organization, regardless of background, lifestyle, and culture. A diverse and inclusive work environment for staff and culturally appropriate care for our patients, are essential to fulfilling our UNC Health vision of improving the health of all North Carolinians.

    Equal Employment Opportunity

    UNC Health is an equal opportunity employer. As such, UNC Health offers equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, genetic information, disability, sexual orientation, gender identity or political affiliation.

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