Job Opportunities in United States

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

If time-limited, estimated duration of appointment

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.

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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 Power Point 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, People Soft, 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 Connect Carolina system for university processes and possess strong skills in the Microsoft Office Suite (Word, Excel, Outlook, Power Point, Teams), Web Ex, and Zoom. Knowledge of the National Provider Identification (NPI) database and experience in administering DEA numbers are also highly valued.

Required Licenses/Certifications

Special Physical/Mental Requirements

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

Campus Security Authority Responsibilities

Not Applicable.

Position/Schedule Requirements