<p>Job Title Executive Assistant - Journey Position Number 954374 Vacancy Open to All Candidates Time-Limited No Department Homepage https://ecuphysicians.ecu.edu/ Advertising Department ECU PHYSICIANS GROUP PRACTICE Division ECU Health/BSOM Classification Title 10433 Executive Assistant Competency Level 2 - Journey Working Title Executive Assistant - ECU Health Academic Practice Number of Vacancies 1 Full Time Equivalent (FTE) 1.0 Full Time or Part Time Full Time Recruitment Range $37,306 - $71,454 Anticipated Hiring Range $51,490 - $53,634 Salary Grade Equivalency GN10 Work Schedule Monday - Friday Work Hours 8:00am - 5:00pm Position Location (City) Greenville Job Category Staff - Office/Clerical Organizational Unit Overview</p> <p>ECU Health Physicians is the multispecialty group practice of the Brody School of Medicine, with more than 587 providers and over 700,000 patient visits per year. ECU Health Physicians is comprised of 40 clinical sites in Greenville and 11 outreach clinics throughout the region.</p> <p>This position provides support for the ambulatory leadership team for ECU Health Physicians. This team includes the Chief Medical Officer, Executive Director, Senior Director of Nursing, Director of physician Compensation and Data Analytics, and Manager of the office of Training and Engagement. Due to integration, the office structure has become more complex.</p> <p>The position will have the authority and responsibility to work with the administration to recognize, define, and resolve standard and non-standard problems using policies/procedures and standard operating procedures. ECU Health Physicians Administration supports the entire practice by assessing the needs of the facility, patients, and staff. ECU Health Physicians Administration works with each clinical department and ECU Health Medical Center to assist and improve clinical operations to produce the highest quality and most compassionate health care to the people of eastern North Carolina while educating the next generation of health professionals to do the same.</p> <p>Job Duties</p> <p>70% - Administrative Leadership:</p> <p>Serve as "right-hand" assistant in an organization that is characterized by operations with multiple and varied programs/components. Manage multifaceted department logistics by coordinating schedules and exercising judgment for meetings and deadlines. This includes all clinical departments in Brody School of Medicine and now across ECU Health, which includes the Dean of BSOM and Chief Executive Officer of ECU Health, Presidents of ECU Health and ECU Health Physicians, and the office of the Executive Dean.</p> <p>Ability to determine which meeting is a priority. Demonstrate significant knowledge of ECU Health Physicians' goals, priorities, and commitments.</p> <p>Identifies and resolves problems daily. The administrator's priorities, policies, responsibilities, and program goals address issues. Researches and makes recommendations for unusual and novel situations.</p> <p>Maintains Committee rosters: Department Outpatient Medical Directors, Nursing Leadership Council, Clinical Management Team, and ECUP High-Value Quality Committee. Serves as a liaison and guides to other administrative positions within ECU Health Physicians.</p> <p>Serves as primary communicator/coordinator with all direct reports under all three administrators in the office.</p> <p>Scheduling meetings related to the ECU Health Physicians Administration office requires that meetings be scheduled without conflicts. Understanding of what meetings should be prioritized. Maintains administrator's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.</p> <p>Plan and organize events and conferences for upwards of 150 people. The Executive Assistant is responsible for coordinating food and room set-up, ensuring resources for AV, and serving as host for the event. For example: Quarterly Boot Camps for Departmental Outpatient Medical Directors and their leadership teams.</p> <p>The position will make all travel arrangements.</p> <p>10% - Office Management:</p> <p>Serves as a resource to support computer programs used in the office.</p> <p>Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs or work orders; maintaining equipment inventories; evaluating new equipment and techniques.</p> <p>Knowledge of operational and logistical foundation concerning policy, procedural and internal agency resources that form the necessary skill sets needed to perform administrative duties of the Unit, Department or Division.</p> <p>Ensures adequate supplies are kept for administrative team which includes health coaches.</p> <p>Notary Public, Notarize documents on behalf of the university and ECU Health Physicians</p> <p>Safety Representative acts as a safety representative on behalf of ECU Health Physicians Administrations, reporting to Environmental Health and Safety (fire drills, etc.). Ensures AED in Brody Clinics is checked regularly.</p> <p>10% - Budget Management:</p> <p>Manages the overall budget by regularly reporting expenditures and allocating funds and sources.</p> <p>The Executive Assistant needs to determine the correct FOAP for expenditures.</p> <p>Operates department within the allocated budget.</p> <p>Charge and track purchases frugally made on the university's charge card to schedule seminars, purchasing journals, obtaining or renewal of memberships, and other required items.</p> <p>Reconciles Universities' charge card monthly.</p> <p>10% - Supervision:</p> <p>Provide supervision and/or direction to interns or students in daily operations. ECU Health Physicians Administration accepts up to 6 interns every year.Onboard MedServe fellows and ECU Interns on an annual basis. This involves coordination with ECU POSO, AmeriCorps, ECU Physicians Administration and ensuring contract is in place.</p> <p>Serves as a resource to MedServe fellows and interns during their rotation.</p> <p>Maintain records per the university's retention schedule.</p> <p>CLINICAL SUPPORT POSITION - NOT SUBJECT TO STATE HUMAN RESOURCES ACT.</p> <p>Employment in this position provides eligibility to participate in the UNC Optional Retirement Program (ORP) which offers matching employer contributions and employee control of investment choices, along with eligibility to participate in various Voluntary Supplemental Retirement Plans (401k, 403b, 457). This position is not eligible to participate in the NC Teachers' and State Employees' Retirement System (TSERS). Additionally, this position offers multiple voluntary options for Medical, Dental, Vision, and Life Insurance as well as various supplemental plans including Critical Illness, Flexible Spending Accounts, Cancer, and Disability.</p> <p>Minimum Education/Experience</p> <p>High school diploma or equivalency and three years of progressively responsible administrative/office management experience; or Associate 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.</p> <p>License or Certification required by statute or regulation</p> <p>None</p> <p>Preferred Experience, Skills, Training/Education</p> <ul> <li>Experience with Microsoft applications (Excel, Word, PowerPoint, Access) </li><li>Experience in academic medicine and/or healthcare environment </li><li>Knowledge of basic accounting principles </li></ul> <p>License or Certification required by the Department</p> <p>None</p> <p>Special Instructions to Applicant</p> <ul> <li>Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write 'see resume' on your application when completing the job duties section. </li><li>If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment). </li><li>Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities. </li><li>Applicants must be currently authorized to work in the United States on a full-time basis. </li></ul> <p>Job Open Date 03/18/2025 Job Close Date - Positions will be posted until 11:59 p.m. EST on this date; If no closing date is indicated, the position will be posted until filled and may close at any time after the recruitment has been completed. 03/27/2025 Open Until Filled No Quick Link for Direct Access to Posting https://ecu.peopleadmin.com/postings/85154 Alternate option</p> <p>If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on budget, UNC salary administration, and/or candidate qualifications.</p> <p>Nondiscrimination Statement</p> <p>East Carolina University is committed to workforce success and cultivating a culture of care for our employees. ECU prohibits unlawful discrimination and harassment based on race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, and veteran status. All qualified applicants will receive consideration for employment without regard to their protected veteran status or disability.</p> <p>Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act (ADAAA) should contact the ADA Coordinator at (252) 737-1018 (Voice/TTY) or ADA-Coordinator@ecu.edu.</p> <p>Eligibility for Employment</p> <p>Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. If highest degree earned is from an institution outside of the U.S. and its territories, final candidates are required to have their degree validated as equivalent to the degree conferred by a regionally accredited college or university in the U.S.</p> <p>Department for People Operations, Success, and Opportunity</p> <p>If you experience any problems accessing the system or have questions about the application process, please contact the Department for People Operations, Success, and Opportunity at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.</p>