Administrative Assistant (Dean's Office)

Monday - Friday, 8 a.m.-5p.m.
This position is designated as 100% on-site.

To learn more about the pay band for this branch and role, please see the Career Banding rates spreadsheet.

A global higher education leader in innovative teaching, research and public service, the University of North Carolina at Chapel Hill consistently ranks as one of the nation's top public universities. Known for its beautiful campus, world-class medical care, commitment to the arts and top athletic programs, Carolina is an ideal place to teach, work and learn.

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 for numerous retail, restaurant and performing arts discounts, savings on local child care centers and special rates on select campus events. UNC-Chapel Hill offers full-time employees a comprehensive benefits package, paid leave, and a variety of health, life and retirement plans and additional programs that support a healthy work/life balance.

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.

The Hussman School of Journalism and Media invites applications for a full-time, permanent position of Administrative Assistant to provide comprehensive professional support for the Dean's office. This position staffs the front desk and serves as an office manager: answering phones promptly and courteously, overseeing the general email inbox, managing visitor parking, serving as a backup approver for ad-hoc room reservation requests, maintaining the cleanliness of the Dean's suite reception area and conference room, ordering office supplies, maintaining office equipment, and organizing documentation and filing systems.

The position will assist with faculty administration, including coordinating annual productivity reports, scheduling APT meetings and reviews, serving as the recruitment coordinator for all permanent faculty searches, and facilitating faculty workload plan submission and review processes.

The Administrative Assistant will work in tandem with the Executive Assistant to the Dean to perform an extensive range of highly visible activities, such as communication with various schools, university departments, and external constituents at multiple levels. As the entry point for students, staff, faculty, and a variety of callers and visitors, the Administrative Assistant will ensure seamless communication and coordination within the Dean's office. The position will also provide support to the senior leadership team, including document preparation, calendar support, and assistance with scheduling appointments, meetings, and travel.

The Administrative Assistant must analyze, prioritize, and track multiple pieces of complex and often confidential information to make accurate, efficient recommendations regarding workflow. This role requires facilitation and processing of information, verbal and written correspondence, and completion of work at a rapid pace on time-sensitive matters with routine interruptions. All responsibilities must be carried out with minimal errors and utmost professionalism in an office whose priorities must adapt to evolving needs and demands from within the school and its strategic partners.

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

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

- Knowledge of administrative office work processes.
- Demonstrated organizational and time management skills including the ability to multitask, manage competing obligations, and prioritize responsibilities and deadlines.
- Ability to work independently managing multiple projects while remaining attentive to detail.
- Excellent written communication skills: a precise command of grammar, punctuation and spelling with the ability to compose error-free professional correspondence.
- Ability to maintain a friendly and professional presence in person and by phone. Commitment to outstanding customer service.
- Ability to exercise discretion and uphold the confidentiality of sensitive information.
- Outstanding interpersonal skills with a demonstrated ability to interact effectively with internal and external constituents, including leadership, faculty, staff, and students as well as key stakeholders and partners.
- Working knowledge of MS Word, Outlook (including calendar), Excel and PowerPoint.

- Previous administrative support experience in an academic setting.
- Ability to analyze and interpret policies and guidelines.
- Ability to research, analyze, compile and present data.
- Advanced Excel and Outlook calendaring skills.
- Experience with MS Office 365 and OneDrive.
- Previous experience and familiarity with university systems, including ConnectCarolina, BuyCarolina, Concur, Qualtrics.
- Advanced editing and proofing skills.
- Experience with basic expense processing and account reconciliation.
- 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 respectfully resolve conflict.
- Ability to work as part of a team contributing to team efforts.
- 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. Ability to anticipate issues and adjust accordingly.

- 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.

Not Applicable.

Please apply online at https://unc.peopleadmin.com/postings/296938 and upload a CV/resume, cover letter and the names and contact information of at least three professional references.

If you experience any problems accessing the system or have questions about the application process, please contact the Office of Human Resources at (919) 843-2300 or send an email to employment@unc.edu

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

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.