Admin Support Specialist
About The Position
This position will function primarily as an Administrative Support Specialist and will perform administrative and operational support functions for an assigned group of faculty and staff. Responsibilities include, but are not limited to, preparing correspondence and materials such as letters, reports, memos, charts, tables, and other documents as assigned. The Administrative Support Specialist will support scheduling and calendar management using Outlook; coordinate meetings, events, and room reservations; and prepare agendas, notes, and meeting minutes. The position will assist with maintaining and updating reference databases and contact lists in compliance with HIPAA requirements, and support onboarding activities and inventory tracking. Responsibilities also include filing and organizing documents using shared systems such as OneDrive and SharePoint; maintaining trackers and checklists; printing, copying, and supporting campus logistics; and assisting with audit and site visit preparation. Additional duties include managing the scheduling and flow of team meetings (scheduled and unscheduled); opening and sorting mail; photocopying documents as required; routing documents and materials to their intended recipients; independently planning small- and medium-sized meetings and events; and arranging equipment as requested. The position communicates effectively and professionally with professionals across departments, departmental colleagues, vendors, and other stakeholders, and performs other administrative and clerical duties as assigned. Flexible work arrangements, including hybrid work locations, are an integral part of the School of Medicine’s Working Forward initiative. As such, this position’s work location is designated as ‘Hybrid,’ and based in Chapel Hill with work on campus periodically. The designated work location is subject to change based on the unit’s business needs. The individual may be required to attend on-site meetings, team meetings and other local meetings as needed or directed by supervisor. The position requires confidentiality training, and Humans Subjects Protection ( HSP ) training as well as other specific training courses which will be provided by the team.
Requirements
- Position requires high attention to detail, strong organizational skills with expected fast paced work, and routine communication with Ryan White Program Coordinator.
- Proficiency in Microsoft Office applications, including Outlook, Word, and Excel; and Zoom or Teams
- Strong organizational, written, and verbal communication skills
- Ability to manage multiple tasks, prioritize effectively, and meet deadlines
- Ability to handle sensitive and confidential information with discretion
- Excellent verbal communication and written language skills
Nice To Haves
- Knowledge of data management, analysis, and general medical terminology.
Responsibilities
- Preparing correspondence and materials such as letters, reports, memos, charts, tables, and other documents as assigned.
- Support scheduling and calendar management using Outlook
- Coordinate meetings, events, and room reservations
- Prepare agendas, notes, and meeting minutes
- Assist with maintaining and updating reference databases and contact lists in compliance with HIPAA requirements
- Support onboarding activities and inventory tracking
- Filing and organizing documents using shared systems such as OneDrive and SharePoint
- Maintaining trackers and checklists
- Printing, copying, and supporting campus logistics
- Assisting with audit and site visit preparation
- Managing the scheduling and flow of team meetings (scheduled and unscheduled)
- Opening and sorting mail
- Photocopying documents as required
- Routing documents and materials to their intended recipients
- Independently planning small- and medium-sized meetings and events
- Arranging equipment as requested
- Communicating effectively and professionally with professionals across departments, departmental colleagues, vendors, and other stakeholders
- Performing other administrative and clerical duties as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
Number of Employees
11-50 employees
