STAFF ASST

Occupational Summary

Situated in the Office of the Vice President, the Administrative Assistant will report to the Associate Vice President for Strategy & Communications/Chief of Staff and work closely with the Vice President’s Executive Assistant to perform complex administrative tasks in support of the mission of Duke Community Affairs (DCA). The Administrative Assistant will support DCA, including the Vice President’s office, in matters related to operating and financial procedures and programs. In support of DCA, and specifically the strategy and communications team, the Administrative Assistant will focus on multiple strategic initiatives, apply knowledge and skills to resolve non-routine administrative problems of a complex and confidential nature, manage calendars, and coordinate events organized by the Vice President and the Associate Vice President for Strategy & Communications/Chief of Staff. The Administrative Assistant will also perform administrative duties in support of advisory and other ad hoc committees and workgroups convened to support strategic planning, monitor progress on key initiatives, and manage DCA’s communications portfolio.

Regular office hours are 8:30 am – 5:00 pm, Monday through Friday, with the option of occasional remote work, which can be exercised after discussion with the hiring manager and upon completion of the probationary period.

Essential Duties

Administration and Operations: 20%

• Manage the day-to-day workflow of the Strategy & Communications team and provide material and administrative support for team members working on key projects and initiatives, such as strategic communications, planning, and DEI efforts.
• Support the establishment and ongoing work of major teams and committees, such as the Strategic Community Impact Planning teams, including scheduling meetings, helping to define agendas, assigning action items, and monitoring progress toward pre-defined goals/milestones.
• Control and maintain records of departmental contracts and budgets; identify and manage vendors and review their qualifications.
• Serve as the primary contact for the Strategy & Communications Team and triage issues on behalf of the Associate Vice President for Strategy & Communications/Chief of Staff.
• Interpret and communicate policies and procedures to other parties based on knowledge of unit and divisional guidelines.
• In partnership with the Executive Assistant to the Vice President, maintain processes that enhance office efficiency by streamlining operations, supporting productivity, and ensuring that the office runs smoothly. Coordinate efforts with other administrative support team members for tasks such as front desk coverage, ordering office supplies, and other activities to advance office operations. Collaborate with the appropriate departments at DCA and Duke on onboarding new staff assistants.

Budget and Financial Management: 10%

• Maintain and track detailed financial records, along with budget planning and development for various initiatives, as well as records for community donations and sponsorships.
• Prepare unit budgetary recommendations for approval, considering past requirements, expenditures, and current plans.
• Collaborate with Financial Analyst/ORA colleagues to research budget variances and follow up to resolve issues on a monthly basis.
• Inform appropriate staff members of the financial status of various projects or in matters of significant financial impact.
• Manage potential vendors for office and breakroom supplies, as well as meetings and special events.
• Periodically inventory materials to support programmatic meetings and events; manage supply needs, such as breakroom supplies, printing supplies, etc.
• Process travel arrangements, meetings, and visits for Strategy & Communications team members. This includes making reservations, registering, and preparing reimbursements and reports.
• Reconcile and clear procurement card expenses routinely.
• Create, document, and manage the clearance of travel expenses in SAP.
• Reconcile Strategy & Communications accounts monthly.
• Utilize SAP to run necessary reports.
• Proactively manage all aspects of vendor relationships, including setting up accounts, monitoring spending, and planning supply needs for DCA office.

Communication and Correspondence: 20%

• Prioritize and resolve inquiries (phone, email, in-person).
• Regularly monitor and ensure that DCA website information is up to date, including updating new team member information.
• Provide high-level customer service to all internal and external constituents.
• Act as a liaison between the unit and external entities.
• Independently compose correspondence, memos, meeting agendas, and complex reports as requested, including compiling data and assembling attachments.
• Extract and compile data from written sources, individuals, the partnership platform, and/or databases, providing limited interpretation of the data.

Program and Event Planning: 15%

• Coordinate and plan events for staff, campus partners, and community partners, including all-staff meetings, monthly lunch-and-learn events, and meetings with partner organizations.
• Determine administrative and technical/AV needs for meetings, conferences, retreats, seminars, or other high-level activities.
• Maintain recurring meetings, notifying attendees of location and time.
• Create detailed budgets for events and ensure that variances, if any, are identified and resolved.
• Supervise other support staff, if needed, for large events.
• Provide support in the preparation and submission of reports, memos, presentations, and other materials for Trustee, DCA, and other internal and external meetings.
• Create and maintain a schedule of meetings and ensure team members are aware of upcoming deadlines.
• Work closely with the Executive Assistant to the Vice President to ensure all materials are submitted on time and the team is prepared for interactions with Trustees, the President, and other Boards.
• Manage a comprehensive view of Strategy & Communications-related meetings, presentations, and appointments.
• Provide backup support to the Executive Assistant to the Vice President as needed.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities required of positions given this title. This is not an exhaustive list of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

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.

Education
Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in administrative support or a related business field.

Work generally requires four years of related secretarial/clerical experience, OR an equivalent combination of relevant education and/or experience, to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

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.