Administrative Assistant

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 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. 

The administrative assistant provides comprehensive high-level administrative support for the Dean of Students and ensures that work performed meets the needs of the university. The administrative assistant manages the daily operations of the Dean of Students office and Student Wellness units; including Crisis Response and Risk Mitigation, DuWell, DukeReach, and Gender Violence Education and Outreach offices. This position provides direct administrative support for the Associate Vice President and Dean of Students and reports to the Administrative Coordinator for the Associate Vice President of Student Affairs/Dean of Students. Some regular night and weekend work is expected during campus crisis response efforts, office busy periods, and university events; staff member will be generally onsite Monday-Friday 8-5.  

Dean of Students Support:  

• Oversee daily operations of Dean of Students office; including scheduling all staff meetings and events and managing the complex calendar of the Dean of Students. 
• Support the Dean of Students in managing their complex and ever-changing workload through proactively and independently anticipating office needs and potential conflicts and problem solving effective and timely solutions. Work closely with the Dean of Students to reshuffle priorities and agendas to support evolving crisis response operations and frequent overnight changes to their schedule.  
• Provide professional and effective communication to internal and external constituents to the Dean of Students office, including parents, donors, and invited guests on the Dean’s behalf.  
• Other duties as assigned as a staff member of Dean of Students office at major programs/events. 

Administrative Support:                                                                                                

• Review reports received for supervisor(s); check and compare with source documents and bring significant items, changes, errors, or omissions to the attention of the supervisor(s).  
• Manage searches – scheduling visits, coordinating meetings, and communicating on behalf of the search committee as needed to arrange interviews and collect materials.   
• Order supplies and maintain supply inventory for office teams under Dean of Students organization. Oversee organization of office files of records, reports, and correspondence.  

• Oversee the management of key office services including copier, printer, mail distribution, building card access, parking permit, and deliveries. 
• Adhere to policies and procedures of the Student Wellness Center, Dean of Student’s office, the Division of Student Affairs, and Duke University. 

Financial and Building Management:                                                  

• Assist with and provide support for budget preparations and ongoing financial reports. Maintain, review and reconcile all office financial records, reconcile procurement card purchases, execute interdepartmental transfers, JV’s, and prepare variance(s) reports for supervisor(s) review. Reconcile transactions on a monthly basis.  Arrange travel and prepare travel expense reports. Clear Dean of Students’ corporate card charges.  
• Oversee procurement and distribution of office and student supplies, working with vendors and campus partners to anticipate changes in need and supply quantity. 
• Manage 4 event spaces in the Student Wellness Building, providing relationship management in the oversight of space requests and reservation prioritization, respond promptly to internal and external booking requests, and ensure spaces are well maintained and not double-booked.   
• Work with UCAE regarding space management, managing dual booking system effectively to ensure online booking availability is accurate and programs using our spaces have the resources they need.   
• Serve as office liaison with Facilities for work orders, key management and distribution, and as point person for door access rights and schedule updates. Attend regular meetings with Facilities to represent needs of Dean of Students office and receive timely updates of upcoming changes that may affect business practices. 
• Trouble shoot maintenance problems and follow up on service requests.  

HR, Payroll, Student Supervision:  

• Approve time-attendance system for non-exempt and student staff. 
• Ensure student payroll is accurate and submitted according to policy. Alert leadership to potential HR issues. 
• Oversee front desk student staffing, providing direct supervision to 5-8 student workers providing administrative and programmatic support for the Dean of Students office Monday-Friday 8-5.  
• Coordinate and assign work projects from other departmental staff to student workers. 
• Support the hiring, onboarding, and payroll processes for all the Wellness units (15-20 undergraduate and 3-5 graduate student workers)

Crisis Response and Risk Mitigation Office Support:                                                            

• Responsible for volunteer coordination of risk mitigation staffing of university events including Last Day of Classes celebrations, football tailgates, basketball bonfires, and campus free speech related events.  
• Maintain with the director a comprehensive dean-on-call manual, rotation, and calendar for each fiscal year and distribute monthly responsibilities across the division. Ensure manual is updated and complete with current resources, protocols, and information necessary for various Student Affairs professionals. 

DuWell Office Support:                                                                                                   

• Schedule mandatory intervention meetings on behalf of Associate Director and monitor prompt completion of students referred for possible conduct violations connected to alcohol.  
• Manage Koru Mindfullness programming including facilitator meetings, class rosters, and attendance tracking. Support other Student Wellness Center programming efforts and events as needed. 
• Oversee Qualtrics survey submissions regarding potential student programming, send to appropriate team members/directors and advise on feasibility of providing that programming with regards to budget and scheduling commitments. 
• Generate detailed spreadsheets, tracking of information and consolidate relevant information for various projects. 
• Maintain office schedules, coordinate offerings of programs and events with leadership. 

Gender Violence Education and Outreach Office Support:                                                              

• Provide administrative and programmatic support to director and associate director of GVEO; including event coordination and space reservations, programming marketing and materials.  
• Serve as administrative liaison for the Gender Violence Prevention and Intervention cross-functional working group.  

Preferred Skills and Competencies 

• Excellent written, verbal, and interpersonal skills, including a friendly, professional interaction style is required. Excellent customer service skills and a willingness and ability to proactively respond to and solve problems with minimal input or supervision needed.  
• Experience with program coordination, event planning, and support. 
• Experience with management of complex executive calendars and office needs.  
• Demonstrated effectiveness in working within team environments.  
• Maturity and good judgment/decision making are essential to the position particularly in relation to handling crisis related calls and confidential materials. 
• Knowledge of SAP/Duke@Work and Duke University financial practices and policy.  
• Excellent organizational skills, including ability to multitask and prioritize, are needed. 
• Fluency with office productivity applications, database management, listservs, and web tools. 
• Previous experience with Maxient, Qualtrics, PowerPoint, and SpaceFinder a plus.  
• Understanding of appropriate financial practices in a university setting. 
• Understanding of university and student privacy regulations and ability to appropriately maintain that information. Familiarity with regulations regarding health information privacy. 

Education/Training 

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. 

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 OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. become familiar with general personnel practices, accounting and budgeting principles and coordination of major office 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 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. 

Minimum Qualifications

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

Work requires 4 years related business or administrative experience to OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. become familiar with general personnel practices, accounting and budgeting principles and coordination of major office 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.