Administrative Assistant to the Director, Margolis Institute for Health Policy (Washington DC)

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.

Administrative Assistant to the Director (Washington DC)

Robert J. Margolis, MD, Institute for Health Policy

The Robert J. Margolis, MD, Institute for Health Policy at Duke University (Duke-Margolis) seeks to address critical health policy challenges and improve health, health equity, and the value of health care through practical, innovative, and evidence-based policy solutions. The interdisciplinary nature of Duke-Margolis brings together policy experts, researchers, health care professionals, 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 Institute fosters excellence, leadership, and scholarship at every level. Duke-Margolis has offices in both Washington, DC, and on Duke’s main campus in Durham, NC.

Occupational Summary

Duke-Margolis seeks an Administrative Assistant to the Director to independently perform and oversee a variety of operational, administrative, and communications-related duties in support of the Duke-Margolis Director and Executive Team to enable the Institute and its education and research teams to succeed in their mission.

The individual in this role will be centrally involved in daily Institute operations, communications, and special projects, facilitating the effectiveness of the Director and leadership team in a fast-moving, complex, and dynamic work environment. Responsibilities include direct administrative and financial support for the Institute Director, administrative support for DC-based members of the Executive Team, support and responsibility for various aspects of Institute operations, communications, and projects, and on-site logistics and execution support for Duke-Margolis events and meetings, as well as coordinating tech updates and support.

This position will be located in Washington, D.C. A hybrid on-site/ telecommuting work schedule is anticipated with remote work 1-2 days per week.

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 and on fast timelines. This position will require occasional 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.

Work Performed

Administrative and Financial Support for the Institute Director (30%)

• Manage expenses and reimbursements for the Institute Director, including those associated with Duke-Margolis projects as well as the Director’s external board memberships, speaking requests, and routine engagements that include a financial component.
• Identify travel options and develop itineraries for the Director’s internal and external engagements in partnership with the Institute Director and the Executive Assistant who holds primary scheduling responsibilities. Once travel decisions have been made, execute purchases, coordination, and logistics updates for all travel needs.
• Working alongside the Institute Director’s Executive Assistant who makes scheduling determinations, execute routine calendar maintenance by scanning future commitments and identifying new conflicts, unresolved travel decisions, and/or other potential challenges for proactive resolution.
• Serve as primary on-site Administrative support to the Institute Director on those days he is present in the DC office. Serve as backup for the Institute Director’s primary Executive Assistant (based in Durham, NC).
• Represent Duke-Margolis and Duke University professionally 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.
• Handle 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.

Administrative and Financial Support for DC-Based Executive Team Members (20%)

• Receive, route, and respond to project-related requests for the Executive Team’s time, from both internal and external sources. Schedule appointments and maintain calendars for the Director of Communications, and Senior Research Directors.
• Make domestic and international travel arrangements and prepare itineraries based on Executive Team and project needs.
• Maintain records of travel and work-related expenses and manage internal process for submitting expenses and/or reimbursements for the Executive Team via Concur.

Communications Support (15%)

• Draft content for the Duke-Margolis monthly newsletters, website, and marketing for events and publications, as assigned.
• Work with the Institute’s Director of Communications and Communications Specialist to ensure that Duke-Margolis communications resources are up-to-date and responsive to the needs of its researchers, staff, faculty, and students.

On-Site Operations Support (15%)

• Assist hiring managers, HR, and Institute’s Operations Team in onboarding new employees, which may include preparation of technological supports, initial meeting itineraries in partnership with managers, and work space if provided. Perform I-9 employment eligibility verifications for new hires.
• Oversee Institute-specific equipment inventories and technology, working in partnership with the Institute’s Operations Team, the Duke in DC Office Management Team, and the Duke Office of Information Technology.
• Assist with managing daily activities of the unit, including ordering office supplies or liaising with outside vendors when needed. This responsibility includes serving as the primary lead for coordinating catering for team meetings or events on a regular basis.
• Maintain a regular presence in the office during scheduled days on-site, and accessibility to communicate with colleagues through typical electronic channels (Outlook, Microsoft Teams, etc) when working either on-site or remotely.
• Receive and manage calls and correspondence for the Director and Institute which at times may include sensitive and/or confidential information.

Project Event Convening and Logistics Support (20%)

• In partnership with Institute teams and Duke in DC Office Management Team, assist in planning and execution of in-person meetings and events in the DC office space, including preparation of supportive meeting materials, printing, room setup, and other duties as needed.
• Submit and process expense or reimbursement reports and payments for speakers or other experts participating in Institute events.
• Provide additional event project coordination and support as needed.

Perform other related duties as directed.

Minimum Required Qualifications at this Level

Education/Training: Work requires analytical, communications, and organizational skills normally acquired through completion of a bachelor’s degree program.

Experience: Work requires a minimum of two years administrative experience in an academic or research setting.

Desired Skills:

• 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 write clearly, accurately, and apply correct punctuation and grammar.
• Ability to represent the Institute 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.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total 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.

Application Materials Required:

• Cover letter
• Curriculum Vitae
• Three References (names and email addresses)

Duke University provides an annual base salary range for this position as USD 48,000 to USD 76,400. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer. This pay range represents base pay only and excludes any additional items such as incentives, bonuses, clinical compensation, or other items. See hr.duke.edu/benefits for more info.

Duke University 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.

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.