The Administrative Support Specialist is responsible for supporting the administrative needs of Maternal-Fetal Medicine MD faculty, two of whom hold Medical Director Roles. This work includes but is not limited to calendar management; scheduling meetings; assisting with small projects; tracking deadlines; communicating with key stakeholders; assisting with drafting, editing, and or finalizing correspondence or documents; file management; and additional duties as needed to keep them organized.
This position serves as the Associate Fellowship Coordinator and is responsible for the day to day interaction with the fellows; coordinating special events; material preparation for interview day; and works side by side with the divisions Fellowship Coordinator.
This position is responsible for daily front office management and special projects assigned by the Division Manager. Duties include greeting customers; mail pick-up and distribution; accept deliveries; order lab coats & scrubs and coordinate dry cleaning for faculty; update internal and external contact list annually or upon personnel changes; create and keep current organizational charts for the division; track, monitor and order office supplies; oversee office equipment and coordinate maintenance; manage and submit leave forms for faculty and fellows; assist the division in scheduling conference rooms; responsible for assisting in setting up webinars, conference calls, and video conference meetings; coordinate all special events for the division; responsible for office/conference room cleanliness and daily trash pick-up; and responsible for keeping an updated Standard Operating Procedure for daily duties pertaining to the position or as directed by the Division Manager.
This position will serve as back-up to the Fellowship Coordinator and will be called on to fill in as needed to cover for team members in their absence or as needed.
Education and Experience:
High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
Must possess strong interpersonal and communication skills. Must be organized and possess refined multi-tasking skills with demonstrated ability to work with a high level of accuracy and attention to detail. Must be able to exercise sound judgment and work proactively and independently. Must have the ability and willingness to follow through, resolve issues, complete assigned tasks, be proactive to improve processes within job function, and mitigate risks. Candidate must have computer skills with an intermediate level of Microsoft Office products (including MS Word, Outlook, and Excel). Must be willing to work as a team and be flexible and able to easily adapt to change to accommodate needs in the Division. Must be able to meet the position work hour schedule.
Prefer a candidate with experience providing administrative support to faculty in an academic or hospital setting; someone who has worked with Academic Residency or Fellowship Programs and someone with Microsoft Publisher or Visio.
The University of North Carolina at Chapel Hill is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender, gender expression, gender identity, genetic information, race, national origin, religion, sex, sexual orientation, or status as a protected veteran.
Internal Number: 157913
About The University of North Carolina at Chapel Hill
Carolina rates among the nation’s great institutions of higher education, set on an historic and beautiful campus that celebrates all four seasons. Carolina’s students, faculty and staff come here from around the world, bringing varied cultural, racial and ethnic heritages that help make UNC-Chapel Hill a thriving intellectual center. We’re repeatedly ranked the nation’s best value in higher education for students seeking to earn a college degree – the University has garnered the top spot each time since the ranking’s launch in 1998.Whether you’ve just started your career, are new to academia or are a seasoned professional with assorted campus experiences to draw on, we hope you will find a great place at Carolina.