Administrative Assistant (Dean's Office)

UNC; Chapel Hill (NC); On-site; USD 35,000 - 50,000; Full time

Job summary

The Hussman School of Journalism and Media is seeking a temporary full-time Administrative Assistant to support various office functions, including front desk management and faculty administration support. This role is crucial in ensuring efficient operations within the dean's office and interacts with diverse constituents both inside and outside the university.

Qualifications

• Ability to work at a rapid pace with time-sensitive matters.
• Professionalism in handling office operations.
• Capacity to adapt to evolving needs and demands.

Responsibilities

• Manage front desk operations and serve as first point of contact.
• Coordinate faculty administration tasks, including workflow and hiring.
• Assist with administrative needs of the dean and associate deans.

Skills

Communication

Organizational Skills

Customer Service

Job description

The Hussman School of Journalism and Media invites applications for the temporary full-time position of Administrative Assistant. The incumbent will provide comprehensive professional support for the dean's office, serve as the first point of contact for facilities-related requests, and perform a range of other administrative duties as assigned. The Administrative Assistant will also work closely with the dean's executive assistant to support the dean and the school, serving as a backup as needed. This position is 100% on site and physically located in the office of the Dean.

Front Desk Support
The position performs an extensive range of highly visible activities such as communication with various school, university and external constituents at multiple levels. The Administrative Assistant serves as the entry point for students, staff, faculty, and a variety of callers and visitors. This position staffs the front desk and acts as an office manager: answers phones promptly and courteously; maintains cleanliness of the dean's suite reception area and conference room; orders supplies for the office; maintains office equipment; and maintains documentation and filing systems.

Facilities and Parking
The Administrative Assistant manages the school's 'lost and found;' serves as the liaison to the university's facilities team regarding facilities, housekeeping, and other building matters; submits and follows up on service requests; and serves as an approver for ad-hoc room reservations. The Administrative Assistant also works closely with the university's parking and transportation team to assign, modify, or cancel employee parking passes. Additionally, the incumbent is expected to maintain, track, issue and collect visitor and service parking passes for the school.

Support for Faculty Administration
The Administrative Assistant performs a range of support tasks related to faculty administration. This includes coordinating the annual faculty workload plans and productivity reports; tracking the progress of appointment, reappointment, promotion and tenure actions; serving as a recruitment coordinator for faculty searches; and assisting with new faculty onboarding. The Administrative Assistant may also be asked to maintain the faculty affairs section of the school's intranet.

Administrative Support for Associate Deans
The incumbent assists the senior leadership team within the dean's office, including document preparation, calendar support, and assistance with scheduling appointments, meetings, and travel. The Administrative Assistant may be asked to track, reconcile and submit expenses related to travel and vendor invoicing on behalf of the associate deans. Other duties may include managing purchasing card receipts and drafting correspondence for the senior leadership team as needed.

The Administrative Assistant must facilitate the completion of work at a rapid pace on time-sensitive matters with routine interruptions. All of the above must be done with minimal errors and utmost professionalism in an office whose priorities must adapt to evolving needs and demands from within the school and with strategic partners.