Executive Assistant - Department of Neurosurgery

Description

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Summary:
The UNC Department of Neurosurgery is seeking a highly skilled, proactive, and polished Executive Assistant to provide comprehensive, high-level administrative support to executive leadership. This key position provides direct support to the Department Chair and Associate Chair of Administration, while also broadening administrative oversight to encompass additional faculty and clinical providers within the department, as necessary. The Executive Assistant, serving as a key leadership conduit, must manage demanding time commitments and intricate schedules with high confidence, discretion, and professionalism.

Work Schedule: Hybrid

Hours: 8:30 AM - 5:00 PM (with flexibility for additional days in the office based on business needs)

Executive & Clinical Leadership Support

• Comprehensive Calendar & Travel Management: Manages complex calendar commitments, coordinates strategic meeting schedules, and arranges intricate conference and travel logistics for the Department Chair, Associate Chair, and designated faculty.
• Correspondence & Screening: Screens incoming telephone calls, visitors, mail, and emails for executive leadership. Independently responds to routine correspondence and appropriately routes complex inquiries, communicating directly with patients, faculty, and external stakeholders as needed.
• Document Preparation: Write drafts of letters of support, faculty nominations, complex memoranda, and other high-level documents on behalf of the Chair and Vice Chairs.
• Information Management: Organizes and maintains confidential electronic and paper files, ensuring materials are current, secure, and readily accessible.

Meeting & Committee Coordination

• Agenda & Materials Preparation: Researches, compiles, and prepares materials from multiple sources into unified presentations, briefs, or reports for executive meetings.
• Logistics & Documentation: Ensures agendas and supporting documentation are distributed to attendees well in advance of meetings. Prepares, finalizes, and distributes meeting recordings and official minutes.

Departmental Operations & Event Leadership

• Event Orchestration: Leads the full lifecycle of event development, organization, and coordination for the department. This includes the annual department Holiday Party, faculty retreats, executive dinners, and general department meetings. Note: While the majority of this role occurs during normal business hours, attendance and coordination of select evening and weekend events are required.
• Administrative Team Guidance: Provides crucial backup support, mentorship, and operational guidance to the administrative support team.
• Operational Support: Serves as the department's parking and event coordinator and manages data compilation to assist the Chair and Associate Chair with office space allocations for incoming faculty and staff.

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.
• Professionalism & Confidence: Proven ability to communicate and demonstrate confidence at an exceptionally high level regarding all departmental, clinical, and institutional matters.
• Discretion: Demonstrated success in maintaining strict confidentiality and handling sensitive personnel, faculty, and clinical information.
• Technical Proficiency: Advanced skills in office support software, presentation design, and digital calendar management systems.
• Adaptability: Ability to balance competing priorities from multiple high-level executives (Chair, Associate Chair, and other clinical faculty) in a fast-paced academic medical environment.

Job Details

Legal Employer: STATE

Entity: UNC Faculty Physicians

Organization Unit: SOM Surg-Neuro

Work Type: Full Time

Standard Hours Per Week: 40.00

Salary Range:$20.74 - $29.52 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 View email address on click.appcast.io if you need a reasonable accommodation to search and/or to apply for a career opportunity.