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.

Occupational Summary

This position provides administrative support for the Dean of The Graduate School and Vice Provost for Graduate Education. The position is responsible for managing administrative functions, coordinating meetings, handling confidential information, and overseeing strategic projects that align with the institution’s mission and goals. This role requires exceptional communication skills, strong problem-solving abilities, and the ability to work in a fast-paced academic environment. The ideal candidate will be highly organized, proactive, and detail-oriented.

Work Arrangement

During the initial 90-day orientation and evaluation period, this position will be expected to be on-site five days per week. Management will determine the potential for a hybrid arrangement after the probationary period, with a requirement of three in-office days per week and flexibility for remote work on the other days. Specific in-office days will be determined by business needs and may be subject to change.

Work Performed

Administrative & Operational Support:

• Manage and maintain the Dean’s complex calendar, including scheduling meetings, appointments, and travel arrangements.
• Serve as the primary point of contact between the Dean and internal/external stakeholders, including faculty, staff, students, alumni, and external partners.
• Answer email and phone inquiries while providing the highest level of customer service.
• Organize travel logistics and process expense reports.
• Prepare, review, and organize correspondence, reports, presentations, and other academic documents.
• Compose letters and statements independently and follow up on correspondence on behalf of the Dean.
• Maintain appropriate records and ensure the smooth operation of the Dean’s office.

Confidentiality & Policy Interpretation:

• Handle confidential and sensitive information with discretion, particularly related to faculty, student affairs, and institutional initiatives.
• Interpret policies and procedures to ensure fair and consistent application within the school.

Meetings & Special Projects Coordination:

• Organize and facilitate academic and administrative meetings, including preparing agendas, taking minutes, and following up on action items.
• Serve on the Dean’s administrative management team, keeping abreast of program statuses and faculty initiatives.
• Coordinate and manage strategic projects related to academic administration, research initiatives, and institutional planning.
• Conduct research and compile data for reports on academic policies, faculty matters, and student programs.
• Coordinate visits to the university for distinguished guests.
• Facilitate communication with the Graduate School Board of Visitors.
• Assist with scheduling internal and external reviews of departments and programs.

Event Management & Award Coordination:

• Manage the Graduate School Distinguished Alumni Award, including criteria development, nomination coordination, and recipient arrangements.
• Oversee the application process for dissertation awards, book awards, and fellowships, ensuring compliance with award restrictions.
• Plan and execute administrative events, including setting up venues, coordinating logistics, and managing serving personnel, décor, and event expectations.

Personnel Management & Recruitment:

• Recruit and oversee the Graduate School Administrative Internships for Advanced Graduate Students.
• Supervise designated support staff and interns, managing performance appraisals, hiring, disciplinary actions, and scheduling.

Budget & Financial Administration:

• Assist with budget tracking, expense reports, and grant administration related to the Dean’s office.
• Recommend budget allocations for events and strategic initiatives.

Duke University provides an annual base salary range for this position as USD $44,766.00 to USD $71,706.00.  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/Training

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

Experience

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

Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends onthe 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.