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 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.

Primary Purpose of Organizational Unit

The School of Information and Library Science (SILS) seeks to advance the profession and practice of librarianship and information science, to prepare students for careers in the field of information and library science, and to make significant contributions to the study of information. We educate innovative and responsible thinkers who will lead the information professions. These future leaders will be equipped to discover principles and impacts of information, create systems, techniques, and policies to advance information processes and services, and advance information creation, access, use, management and stewardship to improve the quality of life for local, national, and global communities.

The School's programs are among the top ranked by the US News and World Report, and the School is internationally known for its outstanding research, teaching, and service. We offer multiple Bachelor, Masters, and Doctor of Philosophy degrees as well as a variety of dual degree, professional, certificate and online programs for personal enrichment at any stage of a students' academic career (https://sils.unc.edu/programs). We are a proud interdisciplinary campus partner leading the Carolina Health Informatics Program (CHIP); Center for Information, Technology, and Public Life (CITAP); and The Knowledge Trust. We have proudly staffed the Environmental Protection Agency (EPA) Library since 1975.

The Carolina Health Informatics Program (CHIP) is an interdisciplinary research and training program that plays a key role in fulfilling UNC-Chapel Hill's commitment to improving human health through health informatics research, data sharing, development, and education. We draw faculty, health care professionals, and students from across the UNC campus to conduct basic and translational research and to offer graduate training in health informatics for scientists across the disciplines and for clinicians in medicine, nursing, public health, dentistry, and pharmacy.

The Center for Information, Technology, and Public Life (CITAP) is a research center dedicated to understanding the growing impact of the internet, social media, and other forms of digital information sharing in the context of the people who design, use, and govern them. CITAP conducts original research that illuminates how people, technology, and power intersect. Our topics of study include: how inequalities are coded into new technology systems, networked communities and how people come together online, platform governance, and identity and disinformation. We take a holistic approach grounded in history, society, culture, and politics to the study of technology platforms and information systems.

Located in Research Triangle Park (RTP), SILS provides professional library services to the EPA's largest research facility, where investigators focus on air pollution and its effects on human health and the ecosystem. The Library's collections and services provide exposure to and experience with a wide range of materials, including biomedical, toxicological, and chemical information; engineering literature; government documents; and basic management and computer information. The EPA-RTP Library internship has been a cornerstone of the library's service model since 1975. The library is staffed by a mixture of full-time professional librarians and up to eight graduate student interns.

Position Summary

This position is responsible for assisting the Dean in the performance of his/her duties and in the day-to-day administrative operation of the Dean's Office within the School of Information and Library Science. The position serves as a critical information, communication and resource link between the dean, school administration, the university and agencies and professional organizations at the state and national levels. The Executive Assistant is expected to provide administrative and clerical support to the faculty and staff as needed. This position is also responsible for managing the dean's participation in the faculty appointment, reappointment, promotion and tenure process as well as stewarding the administrative records of the school. This position will supervise the Administrative Support Specialist.

This is a position of trust. The Executive Assistant is expected to work independently and address activities and confidential matters quickly with minimal direction. The incumbent must be aware of issues that should be brought to the attention of the dean. On occasion, problems or emergencies arise that will require the Executive Assistant to take action with minimal or general instructions from the dean. The Executive Assistant must possess a thorough, in-depth knowledge and understanding of the programs, faculty, staff and organization of the school to provide administrative support to the dean.

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

Strong interpersonal skills:

• Ability to work both independently and collaboratively as a team member;

• Demonstrated ability to build trust, establish and maintain credibility with key constituents;

• Collegiality and appreciation for differences of opinion and diversity of colleagues;

• Ability to anticipate needs and ability to use influencing skills;

• Ability to receive and give feedback in ways that are heard, understood and accepted.

Outstanding verbal and written communication skills:

• Ability to present information in a clear and concise manner;

• Strong writing and editing skills;

• Ability to draft clear, professional, error-free correspondence.

Exceptional organizational skills and the ability to plan and prioritize work:

• Accuracy and attention to detail;

• Ability to multi-task to meet the dean's demanding schedule;

• Ability to adapt easily, follow through, complete task, resolve issues independently, and ask question and/or escalate when needed.

Knowledge of and full competence in MS Outlook (or an equivalent email, calendaring and task management application), Word and Excel.

Knowledge of EPA Faculty and Non-Faculty appointments, regulations, and procedures.

Preferred Qualifications, Competencies, and Experience

The ideal candidate should be able to demonstrate the following:

• Experience directly supporting an executive level position;

• Experience with calendaring and schedule coordination;

• Meeting planning/organization experience;

• Experience in developing agendas, taking meeting notes and producing meeting minutes.

• Sound business judgment and leadership skills;

• Catalyst for change - e.g. can develop and encourage creative approaches to problem solving versus maintaining the status quo;

• Understanding the nature of a support role as the executive assistant to the dean, comfortable being behind-the-scenes;

• Quick study about how to best meet the needs of the dean;

• Flexible but focused and decisive. Able to navigate issues with varying degrees of ambiguity in a fast-paced environment;

• Tactful, diplomatic and diligent;

• Cultural awareness and sensitivity.

• Previous experience working in the UNC system is an advantage. In addition, familiarity with these or similar tools is preferred: Office 365, MS Teams, Zoom, SharePoint, MailChimp, Qualtrics, ConnectCarolina, and Concur. Working knowledge of PowerPoint is preferred. Familiarity with records management and the NC Public Records Law, including retention and disposition schedules for official School records.

Required Licenses/Certifications Special Physical/Mental Requirements

• Ability to spend extended periods of time in front of the computer with or without reasonable accommodation.

• Ability to lift up to 30 pounds and regularly move/maneuver between and throughout campus buildings with or without reasonable accommodation.

Campus Security Authority Responsibilities

This position is designated as a Campus Security Authority in accordance with the Clery Act. This position will be required to report Clery crimes to the Clery Compliance Manager and complete annual training about reporting responsibilities.

Position/Schedule Requirements Overtime occasionally Special Instructions Quick Link https://unc.peopleadmin.com/postings/283600