Admin Support Associate
University of North Carolina at Chapel Hill

Job Info

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Department:

ASOD Diagnostic Sciences-433500

Career Area:

Administrative/Clerical Support

Is this an internal only recruitment?:

No

Posting Open Date :

11/19/2024

Application Deadline:

12/03/2024

Position Type:

Permanent Staff (SHRA)

Position Title:

Admin Support Associate - Journey

Salary Grade Equivalent:

GN04

Working Title:

Admin Support Associate

Position Number:

00031816

Vacancy ID:

P019862

Full-time/Part-time Permanent/Time-Limited:

Full-Time Permanent

Hours per week:

40

Work Schedule:

Monday - Friday; 8am - 5pm

Work Location:

CHAPEL HILL, NC

Position Location:

North Carolina, US

Hiring Range:

$38,890 - $44,014

Pay Band Information:

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

Be a Tar Heel!:

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 Division of Diagnostic Sciences focuses on oral radiology and pathology through a combination of basic science and general dentistry, guides the diagnosis of oral diseases, and helps develop patient treatment plans. Expert faculty lead the division in the areas of general dentistry, oral and maxillofacial pathology, and oral and maxillofacial radiology, orofacial pain, sleep medicine, and oral microbiology.

Position Summary:

The Department Administrative Assistant will play a vital role in supporting faculty, staff, and departmental operations. This individual will be responsible for managing and maintaining departmental documents, managing administrative tasks, and providing support for departmental communication, travel arrangements, and academic materials.
Key Responsibilities:
1. Document Management:
o Create, update, and maintain Microsoft Word documents.
o Perform copying, scanning, and faxing tasks as needed.
o Manage PowerPoint presentations and organize departmental materials, including duplicating class handouts for faculty.
2. Departmental Communication and Patient Support:
o Answer and manage the department's main phone line, addressing patient-related inquiries such as intramural consults, patient appointments, and prescription questions.
o Distribute departmental mail to relevant staff members and faculty.
o Utilize the Epic electronic patient record system to access patient information, ensuring efficient and accurate support.
3. Financial and Travel Administration (Concur, PeopleSoft, Connect Carolina, etc.):
o Process departmental vouchers, manage travel arrangements, and prepare travel itineraries for faculty.
o Manage and track reimbursements for travel and other departmental expenses.
o Maintain an Excel spreadsheet to record departmental purchases and track travel reimbursement expenses.
4. Canvas Support:
o Assist faculty with the Canvas learning management system.
o Provide guidance for downloading and uploading class handouts and syllabi to Canvas, ensuring smooth access for faculty and students.

Minimum Education and Experience Requirements:

High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

Required Qualifications, Competencies, and Experience:

The ideal candidate will demonstrate effective communication, writing, and people skills, along with professional telephone etiquette. They should be adept at multitasking and adaptable to interruptions, ensuring efficient task management in a dynamic environment. Proficiency in Microsoft Office and Sakai is essential, as well as a solid understanding of HIPAA practices and policies to maintain compliance and confidentiality.

Preferred Qualifications, Competencies, and Experience:

Candidates should be acquainted with essential departmental platforms, including managing courses in Canvas, managing patient data in Epic electronic patient record, and coordinating travel and expenses in Concur. Candidates should be familiar with the UNC ConnectCarolina system for university processes and possess strong skills in the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams), WebEx, and Zoom. Knowledge of the National Provider Identification (NPI) database and experience in administering DEA numbers are also highly valued.

Special Physical/Mental Requirements :

This position requires a full-time on-site presence.

Campus Security Authority Responsibilities:

Not Applicable.

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