Executive Assistant - Emergency Medical Services

Description

The Emergency Medical Services department is seeking a confident, highly organized, and motivated Executive Assistant to support daily administrative operations and provide direct support to the Director of Emergency Medical Services. This role is essential in ensuring the department runs efficiently and effectively.

Position Details:

• Shift: Day shift
• Hours:Full Time (40 hours a week)
• Schedule: Shifts between 8am and 5pm, Monday through Friday (schedule may vary base on department needs)
• Entity: UNC Medical Center
• Location: Chapel Hill, NC

This position qualifies for a comprehensive benefits package, including PTO.

The Executive Assistant provides principal office and administrative support to the Director of Emergency Medical Services and other department leaders as needed. This role serves as the primary assistant to the Director and handles confidential information, interacting professionally with both internal and external contacts.

The Executive Assistant anticipates needs related to schedules, meetings, and departmental activities, proactively providing support to ensure smooth day-to-day operations.

Key Responsibilities:

• Manage and maintain complex Outlook calendars
• Take, prepare, and distribute meeting minutes
• Order and pick up materials from the print shop
• Prepare and send certified mail
• Assist with planning team celebrations and employee recognition events
• Support onboarding processes by assisting new hires with gaining access to employment-related systems
• Handle sensitive and confidential information with discretion

The ideal candidate will be:

• Able to manage and prioritize multiple tasks effectively
• Self-motivated and capable of working independently
• Professional and confident navigating across departments within the organization
• Skilled in maintaining confidentiality and exercising sound judgment

The UNC Hospitals Emergency Department (ED) is a designated Level 1 Trauma Center serving as North Carolina's primary referral hospital as well as also serving as the community hospital for Chapel Hill/Orange County. The ED at UNC Hospitals cares for patients ranging from minor illnesses and injuries to critical medical emergencies and trauma patients ranging in age neonates to the elderly. This large number of high acuity patients received in this department contributes to a very challenging and rewarding clinical environment for nurses and other members of the multi-disciplinary healthcare team.

Summary:
Provides the principle office/administrative support to directors. Handles confidential information and uses discretion in dealing with internal and external contacts. Duties include a wide variety of activities that reduce the attention the supervisor must give to administrative and office operation details.

Responsibilities:

1. Serves as primary assistant to a Director. Organizes supervisor's files (electronic and paper). Ensures materials are readily accessible and that file maintenance is current. Maintains confidentiality of information

2. Researches and composes a variety of correspondence, memoranda and reports using office support software packages. Compiles materials from multiple sources into a unified presentation. Maintains confidentiality of information

3. Communicates and follows up with department managers regarding project and report data due to supervisor. Ensures agenda and documents for discussion are distributed in advance to meeting attendees. Prepares and distributes minutes of meetings.

4. Screens telephone calls, visitors and appointments. Provides information or refers appropriately. Opens, reads and screens mail addressed to supervisor. Responds to routine correspondence as instructed. Responds to email as instructed

5. Schedules calendar commitments for supervisor. Arranges meetings, conferences and travel logistics for executives and officials.

6. Monitors and maintains administrative office budget.

Other information:
Education Requirements:
* High School diploma or GED
Licensure/Certification Requirements:
* No licensure or certification required.
Professional Experience Requirements:
* Two (2) years of progressive experience in a clerical, administrative or office management role.

Legal Employer: STATE

Entity: UNC Medical Center

Organization Unit: Emergency Medical Services

Work Type: Full Time

Standard Hours Per Week: 40.00

Salary Range:$20.74 - $29.52 per hour (Hiring Range)

Pay offers are determined by experience and internal equity

Work Assignment Type: Onsite

Work Schedule: Day Job

Location of Job: US: NC: Chapel Hill

Exempt From Overtime: Exempt: No

This is a State position employed by UNC Health Care System with UNC Health benefits. If, however, you are presently an employee of another North Carolina agency and currently participate in TSERS or the ORP, you will be eligible to continue participating in those plans at UNC Health.

Qualified applicants will be considered without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, status as a protected veteran or political affiliation.

UNC Health makes reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as applicants and employees with disabilities. All interested applicants are invited to apply for career opportunities. Please email applicant.accommodations@unchealth.unc.edu if you need a reasonable accommodation to search and/or to apply for a career opportunity.