Administrative Specialist - Pediatrics-Infect Dis/Allergy

UNC Health; North Carolina; Hybrid; USD 26,000 - 37,000; Full time

Job summary

UNC Health in Chapel Hill, NC is seeking an Administrative Specialist to support the Division of Pediatric Infectious Diseases within the Department of Pediatrics. The role provides essential administrative and programmatic support to division leadership, faculty, fellows, and staff, coordinating daily operations, educational programs, meetings, recruitment, and communications.

The position requires a high school diploma or GED, with 2 years of clerical/administrative experience (or varying

Qualifications

• 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

Responsibilities

• Provide direct administrative support to the Division Chief and leadership team, coordinating priorities and daily operational needs.
• Coordinate division and faculty meetings, retreats, recruitment visits, and events including materials, minutes, and action-item tracking.
• Manage division calendars and faculty schedules to ensure efficient leadership activities and priorities.
• Process forms, approvals, and administrative requests in line with university and health system policies.
• Coordinate recruitment activities for faculty, fellows, and staff, including travel arrangements and on-site logistics.
• Process purchasing requests, reimbursements, travel expenses, and payments per policies.
• Serve as the primary contact for faculty, staff, and fellows, providing timely information and support.
• Prepare, edit, and distribute correspondence, announcements, reports, and presentations for divisional communication.
• Collaborate with the nurse consultant to coordinate patient referrals and patient-related correspondence.

Skills

Microsoft Office

Scheduling systems

Customer service

Communication

Education

High school diploma or GED

Job description

Description

Your passion belongs at UNC Health. Join more than 56,000 teammates working together to improve the health and well-being of the communities we serve across North Carolina.

Description

Your passion belongs at UNC Health. Join more than 56,000 teammates working together to improve the health and well-being of the communities we serve across North Carolina.

Summary

The Administrative Specialist serves as the primary administrative support professional for the Division of Pediatric Infectious Diseases within the Department of Pediatrics. This position provides administrative and programmatic support to division leadership, faculty, fellows, and staff. The role functions as a key resource for coordinating daily operations, faculty activities, educational programs, meetings, recruitment efforts, and divisional communications.

Responsibilities

• Provide direct administrative support to the Division Chief and division leadership team, coordinating priorities, schedules and daily operational needs.
• Coordinate division and faculty meetings, retreats, recruitment visits, and special events including agenda preparation, meeting materials, minutes, follow-up communications and action-item tracking.
• Manage division calendars and faculty schedules, ensuring efficient coordination of leadership activities, meetings and competing priorities.
• Processing and track departmental forms, approvals, and administrative requests to support timely completion and compliance with university and health system policies.
• Coordinate recruitment activities for faculty, fellows, and staff, including interview scheduling, candidate itineraries, travel arrangements, lodging, meals and on-site meeting logistics.
• Process purchasing requests, reimbursements, travel expenses, P-Card transactions, and payment requests in accordance with established policies and procedures.
• Serve as the primary point of contact for faculty, staff, and fellows, providing timely information and administrative support.
• Prepare, edit, and distribute professional correspondence, announcements, reports, and presentations to support divisional communication and leadership initiatives.
• Collaborate with the nurse consultant to coordinate patient referrals and mange patient related correspondence.

Education Requirements

• High school diploma or GED required; higher-level degree may satisfy this requirement.

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: Pediatrics-Infect Dis/Allergy Work Type: Full Time Standard Hours Per Week: 40.00 Salary Range: $19.12 - $27.17 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 race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, status as a protected veteran or political affiliation. 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 [e-mail] if you need a reasonable accommodation to search and/or to apply for a career opportunity.