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OFFICE MANAGER, DUKE-MARGOLIS/DUKE IN DC

Requisition Number::  144908
Date:  Sep 11, 2021
Location: 

Washington DC, DC, US, 27710

Personnel Area:  UNIVERSITY

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.

 

Duke-Margolis/Duke in DC Office Manager

 

The worksite for this position is located in Washington, DC.

 

Occupational Summary
In support of the Duke-Margolis Center for Health Policy and Duke in DC, Duke University’s administrative and outreach center in Washington, DC, the office manager will apply knowledge and skills to resolve day-to-day as well as complex, non-routine administrative problems, independently or with others.

Work Performed

Events (25%)

  • Support logistics for on-site meetings and events, including conferences and workshops for both D.C.-based programs as well as campus-based groups traveling to Duke in DC
  • Manage Duke in DC office meeting and shared space calendars
  • Utilize common sense and creative problem-solving techniques to make independent decisions to ensure successful meeting outcomes
  • Maintain finances and generate reports for Margolis senior leadership team
  • Identify and manage potential vendors and review qualifications
  • Interpret, implement, and disseminate Duke speaker, event and travel-related forms, policies, and procedures
  • Organize security for events, when needed
  • Manage registration and participant engagement
  • Delegate and supervise others assisting in event activities

Technology (20%)

  • Work closely with the Duke in DC Director and liaise with both the Duke Office of Information Technology in Durham, NC and external support vendors to support and address issues related to unit IT needs
  • Serve as site expert regarding A/V system operation, ensuring that on-site events are effective in-person, virtually, and in a hybrid format
  • Troubleshoot and maintain systems and connections in the DC office

Regular Operations (20%)

  • Manage daily activities of the unit, including ordering supplies and other duties as assigned.
  • Maintain operating budget components and generate financial reports for Margolis senior leadership team
  • Advise Margolis leadership team on administrative problems
  • Schedule meetings for Margolis senior leadership
  • Liaise with building management
  • Advise on space decisions
  • Perform I-9 employment eligibility verifications for new hires
  • Onboard new employees in collaboration with supervisors
  • Coordinate flow of paperwork regarding procurement contracts

Leadership Team Support (35%)

  • Provide administrative support for members of the Duke-Margolis senior leadership team (Chief of Staff, Senior Research Directors, Director of Communications)
  • Provide supplemental on-site DC administrative support for the Duke-Margolis Director or other members of the executive team as may be required, acting in close coordination with executive administrative staff

 

Perform other related duties incidental to the work described herein as directed. Position requires a proactive, problem-solving approach and may require before or after hours work to support events.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

 

Education/Experience Requirements:

  • 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. A college degree is strongly preferred.         
  • 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. Relevant education can substitute for years of experience, such as:
    • High school plus two years post-secondary education plus 4 years relevant experience
    • High school plus college education plus 2 years relevant experience.

 

Preferred Knowledge/Skills:

  • Knowledge of Microsoft Office, Zoom and social media platforms, with demonstrated capacity to learn new technical skills that are key to the Center’s administrative and event needs
  • Capacity to learn new software programs and technology tools as needed
  • Professional and resourceful with strong interpersonal skills; exhibits initiative, discretion, poise, flexibility, and mature judgment
  • Excellent organizational, written, and verbal skills, attention to detail, and follow-through
  • Ability to seek and assess information
  • Required experience with event planning/coordination
  • Ability to manage and meet multiple and, at times, competing deadlines

 

 

 

Minimum Qualifications

 

 

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 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