Dean's Office Administrative Assistant

Duke School of Nursing

• School of Nursing Established in 1931, Duke University School of Nursing is among the top-ranked nursing schools. The school is proud of its overarching commitment to educating the next generation of nurse leaders and advancing the role of 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, Duke Health Integrated Practices, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations
• Duke University Health System was awarded the American Board of Nursing Specialties Award for Nursing Certification Advocacy for being strong advocates of specialty nursing certification.
• Duke University Health System has 6000 + registered nurses
• Quality of Life: Living in the Triangle!
• Relocation Assistance!

This position is 100% on site at the School of Nursing, M-F, 8-5pm. 

OCCUPATIONAL SUMMARY

Apply knowledge and skills to handle routine and non-routine administrative matters of varying complexity. With minimal supervision, latitude for discretion and independent judgment, provide a high level of administrative support to the Interim Dean for School of Nursing. This position will also have some early arrivals before 8am to assist with Dean’s breakfast meetings & late departures after 5pm to assist with Dean’s receptions & dinners.

SUPERVISOR

This position reports to the Chief of Staff, Dean’s Office.

ESSENTIAL DUTIES

Day to Day Dean’s Office Operations:

• Act as receptionist and greeter for the Dean’s Suite; triage incoming calls appropriately.
• Independently manage “day to day” office and conference room; including stocking refreshments in the Dean’s conference room, ordering office supplies, managing flowers, and cards, mail pick-up and delivery, monitoring of office telephone messages. Maintaining kitchen, loading of the dishwasher.
• Arrange and order all breakfast and lunches for the Dean & guest; have food delivered in a timely manner.
• Using independent discretion and knowledge of School, assist with the planning and/or preparation for meetings, conferences, appointments, conference calls, etc.
• Liaison with School of Nursing, Provost Office, University and Duke Health offices for purposes of coordination of meetings with the Dean’s Office.
• Gather, sort, and prioritize incoming mail, and forward as directed by the Dean. Process all outgoing regular mail and federal express packages on 4th floor. Check mail on a weekly basis for the Office of the Dean.
• Assist the Executive Assistant to print all donor letters for the Dean to review before he signs off; put on letterhead with his signature and send to appropriate departments.  Scan all letters the Dean signs and put into the Duke Box.
• Using independent judgment, complete special administrative tasks and projects of varying complexity as assigned by the Dean and Chief of Staff.
• Serve as back up to the Dean’s Office Executive Assistant.

Back Up to Executive Assistant for Dean’s Travel:

• Back up to assist Executive Assistant in booking the Dean’s travel (conferences, air transportation, ground transportation, hotel, etc.)
• Assist the Executive Assistant in coordinating and confirming his travel for (conference fees paid in advance for conferences / hotel / air / transportation) and external guest for his in-office meetings, seminars and agenda’s. Making sure the Dean has details on the constituents he will be meeting with; which may include google searches and bios.  
• Process all Dean’s Office reimbursements, submission of procurement card receipts, and submission/tracking of the travel and non-travel reimbursements. Process all P-card charges and receipts for the Dean, Chief of Staff, Director of Strategic Engagement and Executive Assistant through Concur.

Back Up to Executive Assistant for Dean’s Calendar:

• Assist the Executive Assistant in managing and coverage of the Dean’s calendar in an organized fashion, and coordinate with other schedules. Compile and organize agendas, background and research materials necessary for the Dean to review in preparation for meetings and events as needed.
• Assist Executive Assistant with the coordination and arrangement of visits for Dean’s Office consultants, visitors, and guests as needed; by arranging travel services, accommodations, and or car services; maintain records of guests’ travel expenditures; submit forms for reimbursement. On an as needed basis, independently follow up to ensure all payments, reimbursements, and honorariums, are received and paid out in a timely manner.
• Work closely with the Dean’s office staff, internal and external groups to provide support of all aspects of luncheons and other events hosted by the Dean’s office; including sending out invitations and distribution, RSVP tracking, announcements, IT support as needed for the conference room, facilities management, room reservations (if held outside Dean’s Suite) catering coordination, set-up of the food for Dean and guest, etc.
• In collaboration with the Executive Assistant, develop and maintain highly confidential Dean's Office files (electronic) as needed, having detailed knowledge of file purpose and contents via Duke Box.
• Ensure consistency between the electronic and regular files. Files may include the Dean’s correspondences, presentations, letters of support and donor letters.
• Organize and support the preparation of research-related activities for the Dean as needed; online research and or library searches.

Perform other related duties incidental to the work described herein.

REQUIRED QUALIFICATIONS

100% On-site, M-F, 8 am - 5 pm

• Ability to arrive to work before 8am and depart after 5pm for Dean related School of Nursing events
• MS Outlook for calendar management; Zoom for videoconferencing and Concur for reconciliation of credit card receipts
• Team player who works well with others, willingness to support and help teammates
• Critical thinker, excellent communication and writing skills
• Strong attention to detail, excellent time management skills and ability to multi-task with demanding timeframes
• Ability to use high-level discretion and maintain level of confidentiality
• Strong analytical and problem-solving skills
• Diplomacy, professional business attire, appearance and demeanor

MINIMUM QUALIFICATIONS

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 paycheck. 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/

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 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.