Lab Administrative Assistant, Nicholas School of the Environment

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.

Job Title: Lab Administrative Assistant

Description:

The Community Environmental Health and Justice Collaboratory at Duke University, led by Dr. Anaís Roque, seeks a dedicated lab administrative assistant. The Collaboratory focuses on innovative research and community engagement in the fields of disasters and the Food, Energy, and Water (FEW) nexus. This position involves managing administrative tasks and organizing efforts across active projects and Dr. Roque’s research agenda.

Under direction from Dr Anais Roque, this administrative assistant performs work of:

• Coordinating and directing the administrative activities and functions of the Community Environmental Health and Justice Collaboratory at Duke University.

• Independently ensures that the goals and objectives of the Lab’s projects and Dr. Roque agenda are accomplished in accordance with priorities, time limitations, funding limitations, ethical standards, or other specifications, and in coordination with the activities and reporting.

Key Responsibilities:

 Scheduling and Calendar Management:

• Coordinate and manage appointments, meetings, and events.
• Maintain and update calendars for different projects and activities.

Communication:

• Handle incoming and outgoing correspondence, including emails and phone calls with stakeholders, lab students, and contractors.
• Draft and proofread documents, reports, and presentations for projects.

Project Support:

• Assist in the administrative activities for the Collaboratory’s projects, ensuring alignment with project goals and timelines.
• Prepare materials for research activities and meetings.

Event Planning:

• Supervise and facilitate the planning and execution of workshops, meetings, and conferences, including logistics, scheduling, and communication with participants, project partners, and stakeholders.

Financial Assistance:

• Prepare periodic reports, financial statements, and records on program activities, progress, status, or other special reports for management or outside agencies, and deliver required reports to funders in a timely and complete way.

Travel Logistics:

• Support travel logistics for Dr. Roque and any project team members, ensuring all travel-related expenditures are properly processed and reported.

• Organize travel plans, including booking flights, accommodations, and transportation.
• Prepare travel itineraries and related documents.

Liaison and Communication:

• Act as the primary liaison between the Collaboratory and external partners, including community organizations, funding agencies, and other stakeholders.

Other Duties:

• Perform other related duties as assigned.

Knowledge, Skills, and Abilities:

• Proficient in coordinating and managing appointments, meetings, and events.
• Ability to maintain and update calendars for multiple projects efficiently.
• Strong verbal and written communication skills for handling correspondence with stakeholders.
• Skilled in drafting and proofreading documents, reports, and presentations.
• Experience in assisting with administrative activities to ensure project goals and timelines are met.
• Capable of preparing materials and resources for project meetings.
• Knowledge of tracking expenditures and ensuring compliance with financial policies.
• Proficiency in Microsoft Programs: Word, Excel, PowerPoint, Form, Planner, Teams and related
• Strong work ethic and ability to work independently and as part of a team in a fast-paced, results-oriented environment.   

Working Environment:

• The role involves working hybrid with extended periods of sitting. Occasionally they will visit the Nicholas School of the Environment for meetings and related sponsored events.

Preferred Qualifications:

• Bachelor's degree in a related field with three years of administrative or coordination experience, or a Master’s degree in a relevant field with two years of experience.
• Prior experience in managing research projects or similar initiatives.

• Experience working within a university setting, particularly in managing projects and supervising staff.
• Experience in developing and managing research proposals and budgets.
• Spanish language competency is preferred but not required.

Time length:

This would be a 1-year position, with possibility to renew for two years.

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.