Executive Assistant - 3573

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.

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The College of Optometric Medicine provides doctoral level education and clinical training in preparation for licensure. At its full capacity, the College of Optometric Medicine will support a full-time faculty and staff of approximately 35 employees and a population of approximately 122 graduate students. The Doctor of Optometry program provides a comprehensive four-year curriculum in basic science, optometric science, clinical training, and provision of patient care in the third and fourth years of the program and will be accredited by the Accrediting Council on Optometric Education. The unit will also support a public eye care clinic.

The Executive Assistant provides comprehensive administrative support for the Dean of the College of Optometric Medicine, assisting with the daily operation of the College.

The Executive Assistant provides comprehensive administrative support for the Dean of the College of Optometric Medicine, assisting with the daily operation of the College.

Office Management: Assist with the daily operation of the College ofOptometric Medicine; answer and direct phone and in-person inquiries; take messages; schedule and coordinate meetings and events;maintain dean's calendar; process supply requisitions and, smallpurchase orders; assist with managing budgets and initiate budget transfers; prepare employment contracts for new faculty, adjuncts and overloads for all terms, calculating adjuncts' salaries; make travel arrangements and process travel requisitions and reimbursements for dean; route optometry faculty travel requests and reimbursements;assist Dean in preparing agreements and letters to Provost and other administrative officers; compose correspondences, agreements, and memoranda; assemble, review and oversee correspondence; review and update forms/tools to

assist Dean and faculty in daily functions; utilize and maintain knowledge of current computer software, fax machine, scanner andcopier; use discretion in handling confidential materials andinformation daily.

Record Keeping: Establish and maintain an organized and up-to-date filing system, paying close attention to confidential information; maintain up-to-date, accurate and confidential personnel files of optometry faculty; maintain spreadsheet of adjunct salaries and forwards to Budget Director; maintain filing and routing system for departmental travel information; maintain spreadsheet of all travel requests from faculty in the college of optometric medicine, keeping record of amount of travel funds used by each faculty member; maintain current ledger of budget expenditures; monitor supplies and equipment needed by the college; compose/maintain charts, tables, forms and other documents relating to daily operation of the college; use discretion essential to handling sensitive and confidential materials daily.

Customer Service: Serve as the main reception for the college; welcome and direct internal and external constituents of the college; internal constituents include senior administrative and academic staff, faculty, support staff, students and prospective faculty; maintain knowledge about campus locations, services and procedures and direct inquiries.

Mail/Package Distribution: Process incoming and outgoing mail, making sure it is distributed in a timely manner.

Strong working knowledge or certification in Microsoft Office software.

None

This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable) and credit history check (if applicable). In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. New employees are paid only by direct deposit to the financial institution of their choice. Candidates claiming Veterans Preference must attach a copy of their DD-214 as a part of the online application process.

UNC Pembroke is an Equal Opportunity Employer. The University prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibits discrimination against all individuals based on their age, race, color, genetic information, religion, sex, sexual orientation, gender identity or expression and national origin. UNC Pembroke is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings.