Executive Assistant to the Dean, School of Nursing

GENERAL PURPOSE

With wide latitude for independent discretion and judgement, provide a high level of confidential executive assistant support to the Dean, School of Nursing and Vice Dean of Faculty Affairs and Development.

Anticipate the needs of the Dean on a daily basis. Responsible for central coordination of Dean’s Office activities and ensure timely flow of information to and from the Dean. Greet Dean’s guest and provide direction and assistance to faculty, staff, students, alumni, University community and visitors.

SUPERVISOR

This position reports to the Director of Administration, Office of the Dean.

ESSENTIAL DUTIES

1. Serve as confidential liaison for the Dean with other University offices, faculty, students, staff and external contacts, Duke Health and Board. Relay and channel information, policy decisions and concerns on key issues. Based on a broad knowledge of the School and University rules and procedures, determine the content and nature of the requests; triage, prioritize and resolve or redirect as appropriate. Answer, resolve or refer questions and issues as appropriate. Keep commitments and complete follow-up activities.
2. Calendar and meeting management - Proactively manage the Dean’s complex calendar and schedule while coordinating with other complex schedules. Anticipate and assess meeting and agenda needs. Create agenda for 1:1 and similar meetings, assure others provide agendas in advance of meetings, and attach agenda to outlook calendar invitation and print out hard copy for Dean’s daily folder. Comfortably schedule and reschedule meetings as priorities change making sure the Dean is updated of changes and location for all meetings.
3. Calendar and meeting management – Assist with managing meetings for Vice Dean of Faculty Affairs and Development. Create agendas, schedule and reschedule meetings on a as needed basis.
4. Travel - Dean must be updated on all details for travel; including cancelation of flights, conferences and booked hotels.  Responsible for booking travel by air, ground transportation, car service, Uber, Lyft, rental car, hotel, RDU airport parking, conference registration, etc. Coordinate with out of town conference coordinators for all meetings in which the Dean is the key-note speaker, panel attendee, guest and more.
5. Reimbursements and Expenses – Maintain and organize receipts for expense reimbursement and procurement card (P-Card) clearing. Timely submission within 30 days of event for travel and non- travel expenses and receipts using Concur. Process all Dean’s office reimbursements ensuring payments and honorariums are paid. Responsible for guest travel expenditures, submissions and receipts and to clear guest receipts within 30 days.
6. Meeting materials - Responsible for ensuring that agenda, bio’s, and materials for the Dean have been distributed in advance of meetings and events.
7. Correspondence – Draft professional replies free of grammatical and spelling errors. Prepare Letters of Recommendation, internal/external faculty letters and other letters as requested. Add the Dean’s electronic signature upon his approval for all letters that go out of the Dean’s office. The Dean must approve content of written correspondence before adding to letterhead for signature. Where appropriate, refer correspondence to others responsible for action and follow-up. Ensure appropriate action has been taken.
8. Event Management – Work with Director of Administration and Administrative Assitant in the planning of onsite/offsite and donor visits. Assist with meeting planning to include invitation creation, RSVP tracking, scheduling room, working with IT for A/V, communications team or others to support event planning and execution.
9. Standard Operating Procedures – Update the standard operating procedures and systems along with the Administrative Assistant for routine and non-routine administrative support functions for the Office of the Dean and in compliance with University policies and procedures.
10. Recordkeeping – Follow standard operating procedures designed to maintain an organized system of recordkeeping for highly confidential Dean’s office files. Possess detailed knowledge of file purpose and content.
11. Projects - Using independent judgment, complete special administrative tasks and projects of varying complexity as assigned by the Dean and Administrative Director.
12. Serves as back-up to Director of Administration and Administrative Assistant. Manage the daily operation of the Dean’s Office in the absence of the Director of Administration

Perform other related duties incidental to the work described herein.

Required Qualifications:

• Onsite, M-F, 8 am - 5 pm
• Ability to work before 8am and after 5pm for Dean related events
• Advanced computer skills including MS Office Suite with an emphasis on Word, Excel and PowerPoint. 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 appearance and demeanor

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.