Executive Assistant - East Carolina University : Job Details

Job Title Executive Assistant Position Number 976303 Vacancy Open to All Candidates Time-Limited No Department Homepage Advertising Department SOM-DEAN'S OFFICE Division ECU Health/BSOM Classification Title 10433 Executive Assistant Competency Level 2 - Journey Working Title Executive Assistant and Personnel Manager - BSOM HUB Number of Vacancies 1 Full Time Equivalent (FTE) 1.0 Full Time or Part Time Full Time Recruitment Range $37,306 - $79,314 Anticipated Hiring Range $52,000 - $57,000 Salary Grade Equivalency GN10 Work Schedule M-F Work Hours 8-5, hours may vary Position Location (City) Greenville Job Category Staff - Office/Clerical Organizational Unit Overview

Brody School of Medicine at East Carolina University is a 40-year-old medical school with a strong primary care orientation. The school was established in 1974 by the North Carolina legislature. BSOM's mission is:

* To increase the supply of primary care physicians to serve the state

* To improve the health and well-being of the region

* To train physicians who will meet the health care needs of the state

The Brody School of Medicine has eleven clinical and eight basic science academic departments.

Job Duties

40% - Executive Administrative Support:

* Serves as the primary contact for the Executive Vice Dean and Director of Administrative and Business Affairs

* Welcomes visitors by email and phone, addressing questions and concerns regarding the department as much as possible. Forward questions and concerns to the appropriate position as needed.

* Maintains calendars for the Executive Vice Dean and Director of Administrative and Business Affairs, including scheduling appointments and meetings (both internal and external) and addressing scheduling conflicts.

* Creates and distributes written communications, including emails, memos, agendas, meeting minutes, and letters.

* Appropriately schedules Executive Vice Dean/director-led meetings, including sending meeting requests, following up on attendees, scheduling appropriate meeting space, arranging for and operating AV equipment, and taking minutes.

* Processes travel expense approvals and expense reimbursements.

* Coordinates recruitment when appropriate, including scheduling interviews, arranging travel and lodging, preparing interview agendas, accompanying candidates throughout the interview day, arranging catering and needed spaces, and responding to candidate questions regarding interview processes.

* Provides guidance and assistance regarding refundable expenses and appropriate fund sources.

* Coordinates meetings with non-ECU employees and local, state, and federal elected officials.

* May provide guidance regarding faculty appointments, fixed-term renewals,

20% - Information/Records Administration:

* Maintains staff personnel records for Exec. Vice Dean Office and Brody Admin and HR hub.

* Collects data, contributes to, and maintains department reports that may be produced and required annually, quarterly, monthly, or weekly.

* Annual asset report

* University and BSOM Strategic Plan Updates

* Manage BSOM official email distribution lists

* BSOM Admin KRONOS SuperAdmin

* Backup responsibilities for the Executive Dean Executive Assistant

40% - Personnel:

* As the primary contact within the BSOM Administrative & Business Affairs HUB, responding to questions and concerns regarding personnel actions and budget information related to student workers, undergraduate research/teaching assistants, and other non-permanent employees.

* Communicate with units needed information for PeopleAdmin actions, including position postings, position actions, hiring proposals, and criticality requests.

* Review and assess accurate budget information for PCFs and EPAFs.

* Guide to unit leadership regarding established policies related to personnel issues. Policy guidance may include explaining processes, information needed for criticality requests, and actions and limitations of requests.

* Position may maintain unit data on PirateDrive, electronic files, and required hard copies.

Minimum Education/Experience

High school diploma or equivalency and three years of progressively responsible administrative/office management experience; or Associate 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.

License or Certification required by statute or regulation

None

Preferred Experience, Skills, Training/Education

Administrative support experience at an Executive or Dean level is preferred.

Experience working at an academic medical center, medical school, or teaching hospital is desirable.

License or Certification required by the Department

Valid NC Driver's License

Special Instructions to Applicant

* Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write 'see resume' on your application when completing the job duties section.

* If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).

* Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.

* Applicants must be currently authorized to work in the United States on a full-time basis.

Job Open Date 12/19/2024 Job Close Date - Positions will be posted until 11:59 p.m. EST on this date; If no closing date is indicated, the position will be posted until filled and may close at any time after the recruitment has been completed. 01/21/2025 Open Until Filled No Quick Link for Direct Access to Posting Alternate option

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on budget, UNC salary administration, and/or candidate qualifications.

AA/EOE

East Carolina University is an equal opportunity and affirmative action employer who is committed to workforce success and cultivating a culture of care, belonging and opportunity for our faculty, staff and learners and all stakeholders. All qualified applicants will receive consideration for employment without regard to their race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, or veteran status.

Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act (ADAAA) should contact the ADA Coordinator at (252) ###-#### (Voice/TTY) or [email protected].

Eligibility for Employment

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. If highest degree earned is from an institution outside of the U.S. and its territories, final candidates are required to have their degree validated as equivalent to the degree conferred by a regionally accredited college or university in the U.S.

Department for People Operations, Success, and Opportunity

If you experience any problems accessing the system or have questions about the application process, please contact the Department for People Operations, Success, and Opportunity at (252) ###-#### or toll free at 1-866-###-#### or send an email to [email protected]. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.