Administrative Assistant (Dean's Office)

University of North Carolina at Chapel Hill; North Carolina; On-site; USD 35,000 - 50,000; Full time

Job summary

The University of North Carolina at Chapel Hill is seeking a full-time Administrative Assistant for the Dean's Office. The role involves extensive organizational support, communication with university constituents, and a range of administrative duties in a collaborative environment. Ideal candidates will exhibit strong time management skills and a commitment to professional development.

Benefits

Professional training opportunities

Exclusive discounts at retail and restaurants

Savings on local child care centers

Special rates for performing arts events

Qualifications

• One year of related office experience or equivalent training.
• Excellent verbal and written communication skills.
• Ability to manage multiple tasks and deadlines.

Responsibilities

• Provide professional support for the dean’s office.
• Manage front desk activities and maintain documentation.
• Assist with faculty administration and scheduling appointments.

Skills

Organizational skills

Time management

Communication

Problem solving

Attention to detail

Education

High school diploma or equivalent

Tools

MS Word

Outlook

Excel

PowerPoint

Job description

Administrative Assistant (Dean's Office)

Please see Special Instructions for more details.

Position Title Administrative Assistant (Dean's Office)

Position Number

Position Number 20071161

Vacancy ID

Vacancy ID S025478

Full-time/Part-time

Full-time/Part-time Full-Time Temporary

Hours per week 40

Work Schedule

Monday – Friday, 8:00 AM – 5:00 PM. This position is designated as 100% on site.

One of the best college towns and best places to live in the United States, Chapel Hill has diverse social, cultural, recreation and professional opportunities that span the campus and community.

University employees can choose from a wide range of professional training opportunities for career growth, skill development and lifelong learning and enjoy exclusive perks that include numerous retail and restaurant discounts, savings on local child care centers and special rates for performing arts events.

Primary Purpose of Organizational Unit

The mission of the UNC Hussman School of Journalism and Media is to prepare students to ignite the public conversation in our state, the nation and the world, and to understand the role of communication in fostering democracy. Our faculty, staff, students and administrators work collaboratively to build and foster an environment that is welcoming, inclusive and accessible to people with diverse backgrounds, experiences and beliefs.

The school offers bachelor’s, master’s and doctoral degrees, and administers a variety of professional development and distance-learning programs. Enrollment includes about 1,000 undergraduates and 130 graduate students in addition to professional development and distance education students. Our faculty members are international thought leaders whose scholarly and creative activities are visible and respected in the public realm.

Position Summary

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.

Minimum Education and Experience Requirements

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Required Qualifications, Competencies, and Experience

The successful candidate will bring the following knowledge, skills and abilities to the position:

• Demonstrated organizational and time management skills including the ability to work independently, multitask, manage competing obligations, and prioritize responsibilities and deadlines while remaining attentive to detail.
• Excellent verbal and written communication skills: a precise command of grammar, punctuation and spelling with the ability to compose error-free professional correspondence.
• Ability to exercise discretion and uphold the confidentiality of sensitive information.
• Working knowledge of MS Word, Outlook (including calendaring functions), Excel and PowerPoint.

Preferred Qualifications, Competencies, and Experience

• Demonstrated ability to take initiative and display a ‘can do attitude.’ Resourcefulness, with demonstrated ability to evaluate information across a broad range of issues. Ability to think critically, problem solve and proactively identify opportunities for growth and improvement.
• Demonstrated ability to be adaptable, patient, and respectful of others with the ability to support multiple roles and personalities. Ability to handle as well as skillfully resolve conflict.

Special Physical/Mental Requirements

• Ability to spend extended periods of time in front of the computer with or without reasonable accommodation.
• Ability to lift up to 20 pounds and regularly move/maneuver between and throughout campus buildings with or without reasonable accommodation.

Campus Security Authority Responsibilities

Office of Human Resources Contact Information

If you experience any problems accessing the system or have questions about the application process, please contact the Office of Human Resources at [phone] or send an email to [e-mail]

Please note: The Office of Human Resources will not be able to provide specific updates regarding position or application status.

Equal Opportunity Employer Statement

The University is an equal opportunity employer and welcomes all to apply without regard to age, color, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, or sexual orientation. We encourage all qualified applicants to apply, including protected veterans and individuals with disabilities.

Optional and Required Documents

Required Documents

Curriculum Vitae / Resume

Cover Letter

List of References

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).