ADMINISTRATIVE ASSISTANT

Occupational Summary

In support of the operations of Office of Durham and Community Affairs, specifically the Operations, Research and Advancement team with a focus on multiple mapping initiatives, applies knowledge and skills to resolve non-routine administrative problems of a complex and confidential nature. The administrative assistant will also perform administrative duties in support of advisory and other ad hoc committees and workgroups convened to support the work of the Operations, Research & Advancement Team. This position reports directly to the Associate Vice President for Operations, Research and Advancement in Durham and Community Affairs (DCA).

This is a one-year term-limited position, with the possibility for renewal based on satisfactory performance and grant availability.

Essential Duties

1.Operations: 15%

• Manage organization of the Operation, Research & Advancement Team's day-to-day workflow and provide material and administrative support for the creation and maintenance of the partnership platform.
• Support the establishment and ongoing work of the major committees supporting the Operations, Research & Advancement team, especially the Strategic Community Impact Planning Committee, the Partnership Platform Advisory Group, including help in defining and assigning action items and monitoring progress on reaching pre-defined goals/milestones.
• Serve as a primary contact for the Operations, Research & Advancement team and triage issues for review and response by the AVP.
• Interpret and communicate policies and procedures to other parties based on knowledge of unit and divisional guidelines.
• Coordinate with the Executive Assistant to the Vice President of Durham and Community Affairs on the daily operations to maintain processes that improve office functionality, efficiency, and professionalism.

2. Budget and Financial Management: 20%

• Control and maintain financial records along with budget planning and development for various unit contracts and accounts.
• Prepare for approval unit budgetary recommendations by considering past requirements and expenditures and current plans.
• Research budget variance and follow up to resolve issues.
• Inform appropriate staff members of financial status of various projects and/or in matters of significant financial impact.
• Identify and manage potential vendors for the partnership platform and review qualifications for each.
• Manage unit purchases, inventory of materials to support programmatic meetings and events.
• Process travel arrangements, meetings, and visits (This includes making reservations, registering, and preparing reimbursements and reports.)
• Routinely reconcile and clear procurement card expenses.
• Receive, create and process all routine check requests and expense forms for unit.
• Create, document, and manage clearance of travel expenses in SAP.
• Reconcile Operations, Research and Advancement accounts monthly.
• Utilize SAP Finance to run needed reports.

3. Human Resources: (20%)

• Support new employees and interns by providing onboarding and orientation, maintain the Community Research Collaborative handbook pertaining to lab and university policies, procedures and guidelines and support the communication of such to the Operations, Research & Advancement staff.
• Process payroll for the Community Research Collaborative personnel and/or other partnership platform initiatives.

4. Technology and Marketing: (10%)

• Develop and implement a marketing plan that includes appropriate use of websites and social media
• Serve as the Operations, Research & Advancement point of contact for the editing and maintenance of online materials ensuring information is current and appropriate
• Produce, when appropriate, electronic communications or print materials advertising or featuring Operations, Research & Advancement events or updates
• Maintain, as necessary, proficiency in use of a range of software needed to support event preparations, planning and evaluation, including use and management of shared servers, data collection and management software, secure online surveys, scheduling programs, learning management systems and meeting support software

5. Communication and Correspondence: (20%)

• Prioritize and resolve inquiries (phone, email, in-person)
• Provide high level customer service to all internal and external constituents.
• Act as a liaison between the unit and external entities.
• Explain policy/procedures to other parties based on knowledge of the division and unit guidelines.
• Independently compose correspondence, memos, meeting agendas, and complex reports, as requested, including those requiring compilation of data. Assemble attachments and corresponding material. Review outgoing material for completeness, dates, and signatures.
• Extract and compile a range of data from written sources, individuals, the partnership platform, and/or databases, providing a limited interpretation of data.

6. Program and Event Planning: (5%)

• Coordinate and plan events for staff, campus partners, and community partners.
• Determine administrative and technical/AV needs for meetings, conferences, retreats, seminars, or other high-level activity.
• Maintain recurring meetings to include notification of attendees regarding location and time

7. Grant Preparation and submission: (5%)

• Provide support in preparation and submission of grants and other funding requests as well as managing budgets and submission of required reports.

8. Scheduling: (5%)

• Schedule and maintain a challenging calendar of appointments and meetings with faculty, staff, senior level administrators, and vendors for the partnership platform.
• Coordinate schedules for Operations, Research & Advancement team with a high degree of accuracy
• Manage a comprehensive view of Operations, Research & Advancement -related meetings, presentations, and appointments

Perform other related duties incidental to the work described herein.

Skills

• Anticipate needs and proactively bring together appropriate people and resources to support the Operations, Research and Advancement team in addressing unit interests.
• Interact in a professional and efficient manner with all levels of leadership and staff in the division, institution, and external community partners.
• Demonstrate sound judgment when dealing with sensitive issues including personnel and business matters.
• Demonstrate excellent communication skills, especially when working with leadership to prioritize requests for time and support of ongoing projects. This includes verbal skills and writing ability.
• Promote diversity, equity, and inclusion in working with team members, students, faculty, and other stakeholders.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $44,766.00 to USD $71,706.00. 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.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family- friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

Essential Physical Job Functions:

Certain jobs at Duke University and Duke University HealthSystem 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.

Work requires a general educational background normally equivalent to a full high school education plus two years of post-secondary education in a business-related field.

Work requires 4 years of 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.