Administrative Assistant, Office of Vice Dean for Faculty Affairs and Development

School of Nursing

Established in 1931, Duke University School of Nursing is among the top-ranked of the nations nursing schools. The school is proud of its overarching commitment to educating the next generation of nurse leaders and advancing the roleof nurses and nursing in the transformation of health care and in the expansion of health equity. The School of Nursing has an inclusive and diverse community that supports the professional goals of its students, faculty, and staff as they pursue excellence. Comprised of 1,600 faculty, staff, instructors, and students, the Duke University School of Nursing, Duke University School of Medicine, and Duke University Health System are a part of Duke Health. The Duke University Health System is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a network of health services. It encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

GENERAL PURPOSE

With minimal supervision, latitude for discretion and independent judgment, provides a high level of administrative support to the Vice Dean for Faculty Affairs and Development.

SUPERVISOR

This position reports to the Vice Dean for Faculty Affairs and Development (VDFAD)

ESSENTIAL DUTIES

1. Provide executive administrative support to the VDFAD and the Director of Faculty Affairs including, but not limited to, preparation of reports/presentations, compilation & organization of faculty development activities.  Compile & organize agendas, background, and research materials necessary for the VDFAD to review in preparation for presentations at the national, university and school level.

2. Maintain liaison with appropriate personnel in HR, Faculty Affairs at the university level, division chairs and Assistant deans of the graduate programs and the Business Office at the school level as well as other relevant university departments and external circle of contacts associated with work of the office.

3. Develop, populate, utilize, and maintain large databases with highly confidential data on faculty affairs. Prepare data visualization reports and dashboards with benchmarks using established metrics.

4. Independently compose correspondence, memos, meeting agendas, and complex reports, including those requiring compilation of data for VDFAD. Develop and deploy surveys for non- regular rank faculty, compile data and prepare reports for use by the school during budget and strategic planning sessions. Assist with preparation of budgets and assist with grant development; monitor, verify and reconcile expenditure of budgeted funds as appropriate.

5. Use professional communication, strategic scheduling and post-visit evaluation measures for faculty candidates.   Analyze data from evaluation reports and summarize for VDFAD and Chair of search committee.  Prepare complex data driven reports for the chair of the APT committee to use for process improvement measures. 

6. Arrange complex travel arrangements including flights, hotel, local transportation and social events for visiting faculty candidates. Monitor and evaluate program effectiveness using qualitative and quantitative program evaluation strategies and techniques; investigate trends, and recommend and implement modifications to improve program effectiveness. Reconcile expenditures of all travel, domestic and international for VDFAD office. Independently follow up to ensure all payments, reimbursements, and honorariums are received.

7. Using databases and benchmarks, track and monitor faculty applicant packets and APT dossiers for timeliness against established benchmarks.  Notify VDFAD of packets approaching the benchmark outliers and work for resolution to bring back into compliance.  Work with VDFAD to compile historical metrics for packets and dossiers.

8. Use large university developed data bases to prepare reports and measure outcomes against standardized metrics established by the office of VDFAD.  Develop and maintain extensive VDFAD e-file systems. Assist with maintenance of highly confidential files that may contain financial, budgetary, and salary information; including VISA, immigration/residency data. Contribute to the development and efficient execution and oversight of guidelines for streamlining, archiving, and purging files in accordance with university standards and needs of DUSON.

9. Support VDFAD and director of Faculty development in academic and administrative roles, including the development of PowerPoint, functional knowledge of Sakai, Duke HUB and other academic support systems, including data management. Support the DUSON search committee and the Appointment promotion and tenure committee activities

10. Perform other related duties incidental to the work described herein.

REQUIREMENTS

Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field.

EXPERIENCE

Work requires 4 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

PREFERENCES

Bachelor’s degree. Five years of increasingly responsible administrative experience.

Demonstrated Knowledge and Skills:

• Effective written and verbal communication
• Time management, especially ability to flex effort with changes in the work flow
• Problem solving and prioritization skills
• Initiative balanced with judgment when responding to requests
• Able to develop effective working relationships with diverse individuals/groups
• Ability to work with sensitive information and maintain confidentiality
• Proficient in Microsoft Office and database software
• Budget management
• Project management

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.