SOP-Office of the Dean-450100

Administrative/Clerical Support

No

09/12/2024

09/18/2024

Permanent Staff (SHRA)

Admin Support Specialist - Advanced

GN08

Admin Support Specialist - Office of the Dean

00062451

P019612

Full-Time Permanent

40

M-F 8-5

Chapel Hill, NC

North Carolina, US

$45,747-$55,914

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

The UNC Eshelman School of Pharmacy (www.pharmacy.unc.edu) is one of six health science schools (Pharmacy, Nursing, Dentistry, Social Work, Public Health, Medicine) at the University of North Carolina at Chapel Hill and is one of the oldest health science academic programs at Chapel Hill. The School teaches approximately 600 Pharm D students and 145 graduate students. The School has built a reputation for its continued pursuit of excellence, rigorous education and training programs, cutting-edge multidisciplinary research, progressive pharmacy practices, efficient business operations, and its outstanding faculty, staff, and students. The School was named the number one School of Pharmacy in the U.S. by the U.S. News and World Report. The School has experienced unprecedented growth and success and continues to strategically position itself for sustained impact, as articulated in the School’s Strategic Plan (https://pharmacy.unc.edu/about/oe/strategic-plan/).

Our Vision is to be the global leader in pharmacy and pharmaceutical sciences. Our Mission is to prepare leaders and innovators to solve the world’s most pressing health care challenges. We are Advancing Medicine for Life through innovation and collaboration in pharmacy practice, education, research, and public service.

The Administrative Support Specialist provides comprehensive professional support to the Dean for the UNC Eshelman School of Pharmacy. This position also serves as the initial point-of-contact and face of the UNC Eshelman School of Pharmacy serving as the main receptionist and office manager for the Dean’s Suite. This position greets all visitors to the School and provides information and direction, as necessary; serves as an office manager for the Dean’s suite; assists with regular and special events for the Dean and staff; and works with Administrative Support Specialists within the Dean’s suite on special, high-level projects that have school-wide impact.

The position provides administrative support to the Dean of the UNC Eshelman School of Pharmacy, the Executive Director of Rural Pharmacy Initiatives and the Director of Dean’s Operations. In this capacity, the Admin Specialist is responsible for providing calendar and email support, event planning, travel, and other duties as they arise. The Admin Specialist will report directly to the Director of Dean’s Operation and will work collaboratively to support the needs of the Office of the Dean.

In addition to overseeing the administrative functions of the Office of the Dean, the Administrative Support Specialist follows up to ensure that assignments / requests / commitments of the Dean and other leaders in the office for projects are accurate, adequate, consistent, and completed prior to deadlines and are of high quality.

This position must analyze, prioritize, and keep track of multiple pieces of complex and often confidential information in order to make accurate, efficient recommendations regarding workflow, and provide facilitation and processing of information and verbal and written correspondence.

The Administrative Support Specialist is the entry point for students, staff, faculty, and a variety of callers and visitors. This position also provides front desk support and answers phones promptly and courteously; handles incoming and outgoing mail and shipments; maintains cleanliness of supply room, kitchen, and lobbies; orders supplies for the office; maintains office equipment, and maintains documentation and filing systems.

All of the above must be done with minimal errors and utmost professionalism in an office whose priorities must adapt to evolving needs and demands from within the School. The Administrative Support Specialist must facilitate completion of work at a rapid pace on time-sensitive matters with routine interruptions.

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

The position requires the highest level of communication skills, both verbal and written, as it serves as the ‘face’ of the School of Pharmacy. The incumbent must be a self-motivated resourceful problem-solver and be able to work effectively as part of a team. Professional phone manner and appearance, ability to handle multiple priorities, keen attention to detail, and ability to work well under pressure is required. Working knowledge of Microsoft Office including Outlook, Excel, and Word is also required.

At least two years’ experience providing administrative support is preferred. Prior experience with event coordination is preferred. Familiarity with UNC systems (People Soft/Connect Carolina, Infoporte) is a plus. Working knowledge of MS Power Point and Publisher is preferred. Familiarity with ordering catering is an advantage.

Not Applicable.

Overtime occasionally