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EXECUTIVE ASSISTANT TO THE DIRECTOR, DUKE-MARGOLIS CENTER

Work Arrangement: 
Requisition Number:  202948
Regular or Temporary:  Regular
Location: 

Durham, NC, US, 27710

Personnel Area:  UNIVERSITY
Date:  Aug 9, 2022

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.

 

Executive Assistant to the Director, Duke-Margolis Center for Health Policy

OCCUPATIONAL SUMMARY

The Robert J. Margolis, MD, Center for Health Policy at Duke University seeks to address critical health policy challenges and deliver practical, innovative, and evidence-based solutions to improve health, health equity, and the value of health care. The interdisciplinary nature of Duke-Margolis brings together faculty and students from across Duke’s schools of medicine, nursing, law, public policy, business, and engineering, and fosters extensive relationships with stakeholders both internal and external. These relationships span foundations, private sector organizations, state and federal governments, and global entities. The Center fosters excellence, leadership, and scholarship at every level.

The Center seeks an Executive Assistant to independently perform and oversee a variety of complex administrative duties in support of the Duke-Margolis Director, and work closely with the Center’s executive team and researchers to enable the Center to succeed in its mission. The individual in this role will be centrally involved in both daily Center operations and special projects, facilitating the effectiveness of the Director and leadership team in a fast-moving, complex, and dynamic work environment. This is the hub of the Center’s activities, providing an ongoing opportunity to be involved in developing a wide range of innovative reforms to improve health and health policy around the country and around the world – and to foster a collaborative and rewarding work environment in the process.  

Success in the position will require the ability to multi-task effectively, communicate adeptly, and collaborate with individuals in a wide range of circumstances and positions, often under circumstances requiring judgment and discretion. This role works in close coordination with the Center’s research, communications, and operations teams based both in Durham and in the Center’s office in Washington, DC.

The worksite for this position will be the Duke-Margolis office in either Washington, DC or on the Duke University campus in Durham, NC. This position will require availability outside of traditional work hours. Some travel between Durham and Washington, DC may be required from time to time to participate in signature, high profile events. Employees are currently working in a hybrid capacity with a combination of teleworking locally to the base office area (NC, or DC/MD/VA, respectively) and in-person team collaboration.

WORK PERFORMED

Represent Duke-Margolis and Duke University to high-level governmental and private sector leaders, partners, collaborators, and sponsors; stakeholders including senior university leadership; the Duke-Margolis Advisory Board; distinguished guests; and prospective donors when receiving and initiating contact on behalf of the Director.

Perform advanced administrative duties by preparing itineraries, meeting agendas and correspondence; coordinating complex and dynamic office calendar including scheduling and coordinating meetings and/or conferences and media engagements; identifying conflicts and independently resolving them using judgement regarding importance and prioritization; and handling confidential and sensitive information in support of administrative activities with wide latitude for exercising discretion and judgement. Act proactively, anticipating needs and following through to resolution.

Anticipate and address complex administrative problems using professional expertise, strong communications skills, knowledge of relevant processes and policies, and ability to critically assess the impact of potential solutions to choose an effective course of action.

Supervise and coordinate the work of designated Duke-Margolis employees who support the Director and related administrative activities, delegating tasks and reviewing completed work for adherence to instructions and execution. Contribute recommendations to personnel actions, including but not limited to, hiring, performance feedback and improvement, promotions, and transfers.

Coordinate public appearances, media presence, and speaking engagements for the Director. Field time-sensitive requests to schedule media interviews as well as varied inquiries from researchers, external collaborators, event planners, and other parties on behalf of the Director and Duke-Margolis. Coordinate travel arrangements for the Director; supervise the preparation of materials for meetings.

Maintain liaison with all levels of Duke University administration and faculty, including the offices of the President, Provost, and Chancellor, to coordinate and address issues relative to academic and administrative matters of internal and external nature.

Serve as the primary conduit for dissemination of information to the high-profile Duke-Margolis Advisory Board on behalf of the Director. Maintain directory of Advisory Board members and relevant administrative information to maximize their engagement.

Research, analyze, and assist in the preparation of reports and summaries to support the Director and Center executive team in effective leadership of a dynamic university-wide research program. Elevate issues and challenges as needed for consideration while providing context and background information.

Plan and coordinate visits to the organization by distinguished guests, ensuring that appropriate officials and administrators are notified and all relevant compliance considerations followed; plan and coordinate related events as necessary within budgetary and programmatic constraints.

Manage sensitive information and documents on the behalf of the Director and Duke-Margolis. Materials may include grants, contracts, research agreements, patents, confidential proprietary information, confidentiality statements, manuscripts, articles, or other documentation; maintain confidential files. Coordinate with authors to prepare manuscripts for editing and publication.

Perform other related duties incidental to the work described herein.

PREFERENCES

Knowledge and experience generally acquired through a bachelor’s degree and minimum of five years of experience as an executive assistant role, project manager, program administrator, or similar role(s) with demonstrated ability to address variety and/or complexity, and work effectively in a team environment.

A successful candidate for this position must exhibit a high degree of professionalism, accuracy, and organization. The candidate must be able to skillfully communicate in both verbal and written form with clarity and conciseness. The candidate must be proactive; able to work with minimal supervision; complete duties thoroughly and in a timely fashion; and exhibit professionalism, collegiality, and courtesy and respect in interactions with others.

Additional skills and abilities sought:

  • Demonstrated skill in analyzing information, formulating conclusions, partnering with leadership in recommending courses of action, and tracking progress.
  • Ability to think critically, strategically, and communicate effectively across a wide range of audience types.
  • Ability to prioritize, multi-task effectively in a fast-paced environment, and work well both independently and as part of a team.
  • Ability to represent the Center professionally and with tact in interacting with internal and external contacts at all levels.
  • Ability to exercise discretion and maintain confidentiality; exhibit good judgment and initiative.
  • Knowledge of typical office systems and software, e.g., Microsoft Office, Adobe Acrobat; ability to learn additional systems as needed.

 

Minimum Qualifications

 

 

Education

Bachelor's Degree in a related area, or an equivalent combination of relevant education and professional experience, and working knowledge of administrative processes in healthcare and higher education.

 

Experience

 

Knowledge generally acquired through a minimum of five years of executive secretarial experience of increasing variety and/or complexity.  OR AN 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.

 


Nearest Major Market: Durham
Nearest Secondary Market: Raleigh