Executive Assistant

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 that include numerous retail and restaurant discounts, savings on local child care centers and special rates for performing arts events.

Primary Purpose of Organizational Unit

Our primary mission is providing instruction of the highest quality in physics and astronomy to undergraduate and graduate students at UNC-CH. Training in physics is fundamental among the natural sciences because it provides understanding of the forces governing the structure of matter, from subatomic particles to the large-scale structure of the universe.

Our departmental instructional mission spans all segments of the student community. Over 60% of all college graduates from UNC-CH have taken a course in our department.

Among them: undergraduate liberal arts majors who should master the power of quantitative reasoning; undergraduates seeking a degree in another of the natural sciences, who need physics as a foundation for their advanced scientific training; the small number of undergraduates who major in physics, to whom we provide broad and rigorous training. Our graduate education and research advances frontiers of knowledge at the two extremes of space and time, from the very small) the realm of particle physics) to the very large (the realm of astronomy, while expanding the boundaries of knowledge in the many subfields spanning length scales between. Forefront physics and astronomy research requires access to well-equipped laboratories and extensive computing capabilities; it also must be supported by comprehensive and accessible library collections. Again, in research at this advanced level, the bridging aspect of physics provides basic interdisciplinary insight for many other sciences.

Our instructional mission is supported by a strong managerial, administrative, and technical staff. Duties of these employees range from budget planning and management for the numerous research grants held by faculty in the department to maintaining course and student records. These activities are usually accomplished in a standard 40-hour week schedule.

Position Summary

This position may be eligible for a hybrid work arrangement that may include a partially remote work location, consistent with System Office policy. UNC Chapel Hill employees are generally required to reside within a reasonable commuting distance of their assigned duty station.

This position provides executive and administrative support to the Department Chair, including support of the Chair's departmental and University activities and professional research or service activities.

This position's major function is to provide executive, administrative and secretarial support for the Department Chair and, therefore, must be responsive to the changing needs of that office. The Executive Assistant must be flexible in switching priorities as situations arise that require immediate attention.

Flexibility in work hours is sometimes necessary to meet deadlines or to make preparations for meetings. Board meetings sometimes require irregular hours due to after normal hour functions. Unusually heavy workload at various times of the year (e.g. multiple faculty candidates interviewing for positions) occasionally requires extended stay at work.

Minimum Education and Experience Requirements

High school diploma or equivalency and three years of progressively responsible administrative/office management experience; or Associate's degree in secretarial science, business administration, or a related discipline and one year of progressively responsible administrative/office management experience ; or Bachelor's degree, preferably in business administration or a related discipline; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Required Qualifications, Competencies, and Experience

The Executive Assistant is the most visible and accessible representative of the Department of Physics and Astronomy in matters concerning the Chair and the department as a whole. As such, public contact is a major function of the position, requiring extensive knowledge of department and university policies and procedures along with excellent interpersonal skills.

Ideal candidate must possess the ability to clearly convey, persuade, and negotiate information and ideas to individuals or groups. This is a multi-faceted position in which the Executive Assistant functions in many roles to serve the needs of the Chair, faculty, and the department. Candidates must be able to demonstrate the ability to work with a high level of accuracy, discretion and attention to detail.

Excellent written and verbal communication skills required. Must be experienced in Excel spreadsheet creation and maintenance. The ideal candidate must possess the ability to record, compile, summarize and analyze narrative and numerical data.

The ideal candidate must possess excellent problem-solving skills, including the ability to work independently and to make sound decisions in the absence of formal guidelines; to identify and understand issues, problems, and opportunities; determine course of action; and develop appropriate solutions. The ideal candidate must possess excellent organizational skills, including the ability to develop ideas into plans of action and to coordinate the actions through implementation.

Preferred Qualifications, Competencies, and Experience

Excellent multitasking skills preferred. Ability to set priorities and work under deadline pressure to achieve them is also preferred. Ability to work well in a collaborative team environment is preferred.

Special Physical/Mental Requirements Campus Security Authority Responsibilities

Not Applicable.

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