Administrative Assistant

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

The administrative assistant provides comprehensive high-level administrative support for the Dean of Students senior leadership team and ensures that work performed meets the needs of the university. The administrative assistant manages the daily operations of the Dean of Students office for the Assistant Vice President for Programs and Education and the Assistant Vice President for Policy and Governance; including support for Crisis Response and Risk Mitigation and QuadEx. This position provides direct administrative support for the 2 Assistant Vice Presidents, the Senior Associate Dean for QuadEx, and reports to the Administrative Coordinator for the Associate Vice President of Student Affairs/Dean of Students. Some regular night and weekend work is expected during campus crisis response efforts, office busy periods, and university events.

Leadership team administrative support 40%:                                                                                     

• Oversee daily operations of Dean of Students office; including scheduling all staff meetings and events and managing the complex calendars of the Assistant Vice Presidents. 
• Support the Dean of Students’ leadership team in managing their complex and ever-changing workload through proactively and independently anticipating office needs and potential conflicts and problem solving effective and timely solutions. Work closely with the Dean of Students leadership team to reshuffle priorities and agendas to support evolving crisis response operations and frequent overnight changes to their schedule.  
• Provide professional and effective communication to internal and external constituents to the Dean of Students office, including parents, donors, and invited guests on the Dean’s behalf.  
• Manage searches – scheduling visits, coordinating meetings, and communicating on behalf of the search committee as needed to arrange interviews and collect materials.   
• Review reports received for supervisor(s); check and compare with source documents and bring significant items, changes, errors, or omissions to the attention of the supervisor(s).  
• Order supplies and maintain supply inventory for office teams under Dean of Students organization. Oversee organization of office files of records, reports, and correspondence.  
• Oversee the management of key office services including copier, printer, mail distribution, building card access, parking permit, and deliveries. 
• Adhere to policies and procedures of the Student Wellness Center, Dean of Student’s office, the Division of Student Affairs, and Duke University.
• Other duties as assigned as a staff member of Dean of Students office at major programs/events. 

Financial and Building Management 30%:                                                

• Manage 4 event spaces in the Student Wellness Building, providing relationship management in the oversight of space requests and reservation prioritization, respond promptly to internal and external booking requests, and ensure spaces are well maintained and not double-booked.   
• Work with Conferences and Event Services regarding space management, managing dual booking system effectively to ensure online booking availability is accurate and programs using our spaces have the resources they need.   
• Serve as office liaison with Facilities for work orders, key management and distribution, and as point person for door access rights and schedule updates. Attend regular meetings with Facilities to represent needs of Dean of Students office and receive timely updates of upcoming changes that may affect business practices. 
• Assist with and provide support for budget preparations and ongoing financial reports. Maintain, review and reconcile all office financial records, reconcile procurement card purchases, execute interdepartmental transfers, JV’s, and prepare variance(s) reports for supervisor(s) review. Reconcile transactions on a monthly basis.  Arrange travel and prepare travel expense reports. Clear Dean of Students’ corporate card charges.  
• Oversee procurement and distribution of office and student supplies, working with vendors and campus partners to anticipate changes in need and supply quantity. 
• Trouble shoot maintenance problems and follow up on service requests.  

HR, Payroll, Student Worker Supervision 20%:  

• Approve time-attendance system for non-exempt and student staff. 
• Ensure student payroll is accurate and submitted according to policy. Alert leadership to potential HR issues. 
• Oversee front desk student staffing, providing direct supervision to 5-8 student workers providing administrative and programmatic support for the Dean of Students office Monday-Friday 8-5. 
• Coordinate and assign work projects from other departmental staff to student workers. 
• Support the hiring, onboarding, and payroll process for all the Wellness units (15-20 undergraduate and 3-5 graduate student workers)

Crisis Response and Risk Mitigation Office Support 10%:                                                                  

• Responsible for volunteer coordination of risk mitigation staffing of university events including Last Day of Classes celebrations, football tailgates, basketball bonfires, and campus free speech related events.  
• Maintain with the director a comprehensive dean-on-call manual, rotation, and calendar for each fiscal year and distribute monthly responsibilities across the division. Ensure manual is updated and complete with current resources, protocols, and information necessary for various Student Affairs professionals. 

The intent of this job description is to provide a representative outline of the type of responsibilities that will be required of positions given this title and shall not be construed as all-encompassing or as a declaration of all specific duties and responsibilities of this position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Preferred Skills and Competencies 

• Excellent written, verbal, and interpersonal skills, including a friendly, professional interaction style is required. Excellent customer service skills and a willingness and ability to proactively respond to and solve problems with minimal input or supervision needed.  
• Experience with program coordination, event planning, and support. 
• Experience with management of complex executive calendars and office needs.  
• Demonstrated effectiveness in working within team environments.  
• Prior experience working with and managing student workers.
• Maturity and good judgment/decision making are essential to the position particularly in relation to handling crisis related calls and confidential materials. 
• Knowledge of SAP/Duke@Work and Duke University financial practices and policy.  
• Excellent organizational skills, including ability to multitask and prioritize, are needed. 
• Fluency with office productivity applications, database management, listservs, and web tools. 
• Previous experience with Maxient, Qualtrics, PowerPoint, and SpaceFinder a plus.  
• Understanding of appropriate financial practices in a university setting. 
• Understanding of university and student privacy regulations and ability to appropriately maintain that information. Familiarity with regulations regarding health information privacy. 

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $43,888.00 to USD $70,300.00.  Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your pay check.  Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

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.

Minimum Qualifications

Education

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.

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 essentialjob 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.