EXECUTIVE ASSISTANT
University of North Carolina - Chapel Hill, NC

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Minimum Education and Experience:
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.

Essential Skills, Knowledge and Abilities:
This position is being recruited for at the Contributing Competency Level under the Career Banding Program. The hiring range for this position is $28,826 to $40,000 and the salary grade equivalent for this position is 62.
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POSITION DESCRIPTION: The Executive Associate manages the administrative functions of the Natural Products Research Laboratories, such as coordinating the hiring process for Laboratories personnel (including visa applications for foreign scholars), assisting with information requests, and providing administrative support for publications, presentations, and grant applications.
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ESSENTIAL SKILLS: Extensive computer experience with word processing and presentation software is required. Experience in Microsoft Office products and spreadsheets are required. Requires the ability to adapt to a wide range of data sources and tools. Requires proficiency in the Microsoft Office suite, including the following features: tracking changes and comments (Word); pivot tables (Excel). Knowledge of scientific literature search tools is required, including SciFinder and the Web of Science. Demonstrated research and writing skills are required. Familiarity with policies and procedures as related to international students and scholars is required.
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The expectation for all new hires is that they have a working knowledge of all Microsoft Office products, as it pertains to their position-this would include for Executive Assistants Microsoft Word, Excel, PowerPoint, and Outlook. It is expected that upon hire Executive Assistants are to maintain a level of proficiency related to these products. It is required for all new SPA Staff to complete one Training and Development Learning Module in a given 18 month period. The learning module and tracks (Fundamental Courses vs. Advanced Courses) for this position with a sequence of completion will be shared during the onboarding process. It is expected that each staff member complete the required modules for their given position within six years of the start of their first course. This requirement is in compliance with the schools new Strategic Initiative, specifically Strategic Initiative Six entitled "Our People" that requires documentation that 100% of the staff participate in at least three days of School- or UNC-based learning opportunities or skill development each year.

Preferred Qualifications:
Master's degree is preferred, preferably in a chemistry-related discipline; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions. Three years of related experience is preferred, ideally in an academic or research setting. Manuscript editing experience is preferred. Experience working in a multi-lingual environment is preferred. Experience troubleshooting computer equipment is preferred. Experience with ChemDraw is highly preferred, as is experience with InfoPorte, Finance Central, Connect Carolina, TIM and ECRT systems.

Responsibilities include managing the Director's calendar; entering travel-related reports and requests; limited arranging of travel; anticipating the needs of foreign visitors; management of the Director's and Laboratories' webpages; coordinating shipping and receiving for the Laboratories; researching and writing draft text for review articles and book chapters; proofreading manuscripts; updating the Director's CV; creating check requests for payment of invoices; monitoring grant budgets and expenditures; assisting with grade and effort reporting; general data analysis tasks; archiving of historical Laboratories documents; ordering office supplies; responding to routine inquiries; and general office support.

Special Physical/Mental Requirements:
Position/Work Schedule Requirements:
M-F 830 - 500

Overtime occasionally

University of North Carolina - 18 months ago - save job - block
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