Administrative Specialist

Description

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Job Summary

The UNC Department of Neurology is seeking an organized, detail-oriented, and highly motivated Administrative Specialist to join our administrative support team. This role provides vital daily operational, coordination, and administrative support across various clinical, research, and educational divisions within the department.

The ideal candidate will possess excellent communication skills, a professional demeanor, and the ability to effectively balance multiple tasks in a dynamic academic medical center environment. Working closely with the office manager and the administrative support supervisor, the Administrative Specialist plays a foundational role in maintaining departmental efficiency and supporting our faculty, staff, and workflows.

Work Schedule:

Hybrid (In-office three days per week), 8:30 AM - 5:00 PM

Description of Job Responsibilities

Daily Operations & Division Support

· Primary Contact & Support: Serves as a primary administrative point of contact for assigned neurology divisions, answering inquiries, routing messages, and providing routine information to internal staff, faculty, and external visitors.

· Calendar Coordination: Assists faculty and staff with complex meeting coordination, including scheduling group conferences, room reservations, and managing digital calendars.

· Records Management: Manages division-specific files, records, and databases, ensuring all documentation is organized, current, and stored in compliance with privacy guidelines.

· Purchasing & Reimbursements: Prepares and processes routine operational business requests, purchasing forms, supply orders, and travel reimbursement documentation in administrative software platforms.

Meeting & Operational Logistics

· Meeting Assistance: Assists division leaders with agenda preparation, compiles handout materials, coordinates necessary audio-visual setups for recurring group meetings, and takes clear meeting minutes when required.

· Mail Logistics: Sorts, reviews, and distributes incoming mail and deliveries to division office spaces; handles incoming and outgoing courier shipments and urgent correspondence.

· Supply & Equipment Maintenance: Regularly monitors office equipment performance and tracks inventory levels for essential administrative and office supplies, submitting restock requests promptly.

Special Projects & Team Collaboration

· Event Assistance: Provides operational logistical backup and physical setup support for department-wide events, such as educational seminars, faculty lectures, and annual celebrations.

· Team Collaboration: Collaborates actively with the administrative team on large-scale administrative initiatives or temporary coverage needs across various neurology divisions.

Qualifications & Core Competencies

· Communication & Professionalism: Strong verbal and written communication skills with a demonstrated ability to maintain a professional and welcoming demeanor.

· Organization & Prioritization: Excellent organizational skills with a keen eye for detail and the ability to successfully prioritize everyday workflows across multiple tasks.

· Technical Skills: Proficiency in standard office support software packages, including word processing, spreadsheet applications, and electronic calendar systems.

· Teamwork & Collaboration: Demonstrated ability to function effectively both as an independent individual contributor and as a cooperative member of a multi-disciplinary team.

· Discretion: Proven capacity to handle standard operational data with appropriate discretion and adhere to institutional data guidelines.

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 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: SOM Amb Care-APCF-Neurology

Work Type: Full Time

Standard Hours Per Week: 40.00

Salary Range: $18.84 - $26.77 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.

Qualified applicants will be considered without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.