Office of the Dean- ADMINISTRATIVE MANAGER

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.

Occupational Summary:

Provide administrative management for the office of the Dean of Pratt School of Engineering, coordinating all activities of the Dean; office management, personnel management, event management, budget, facilities, and policy interpretation and dissemination as it relates to all faculty in Pratt School of Engineering.

Work Performed:

• Serve as assistant to the Dean of Engineering including calendar and email management, oversight of Dean obligations, and support for strategic planning of the school.  Work is of confidential nature and must be exercised with care and forethought.

• Coordinate all activities of the Dean including meetings, special events, and travel.

• Coordinate daily administrative activities and procedures within the Office of the Dean with  latitude for taking initiative while exercising discretion and judgment.

• Coordinate the administrative staff in the Office of the Dean to ensure the flow of information and coordination of responsibilities.

• Provide information to all inquirers, including faculty, alumni, students, parents, employees, and friends of the University.  Inform these constituencies of policy and plans as appropriate.

• Serve as liaison with University and the School administrative and professional departmental personnel concerning the interpretation of policies and procedures related to faculty and provide assistance where needed.

• Determine fiscal requirements, make projections, and help prepare office budgets; supervise monitoring, verification, and reconciling expenditure of budgeted funds and financial records for Deans’ offices; supervise, review, and approve the preparation of all accounting transactions for Deans’ offices.

• Coordinate with Deans’ support staff operational activities of respective offices to ensure adequate staff coverage, space and facilities; coordinate purchasing, maintenance, and renovation activities.

• Supervise, train, and coordinate work of team members who support School leadership,  review completed work for accuracy and adherence to instructions; manage personnel activities to meet University and departmental objectives in training, equal pay, equal employment, and wage and salary administration.

• Manage the hiring process of support staff employees, including creating and implementing new positions, advertising and recruiting, screening applications, interviewing prospective candidates, preparing and negotiating offer letters, and providing training for new employees.

• Recommend and implement various personnel actions including, but not limited to, performance appraisals, staff salaries, promotions, transfers, and vacation schedules; respond to personnel-related problems by initiating appropriate action and seeking resolution.

• Read, review, and direct all incoming mail to appropriate offices for response; answer correspondence in the name of the incumbent and the dean where appropriate. 

• Partner with members of the Pratt leadership team on special projects and initiatives; special projects will be determined based on an individual’s expertise and may be in the areas of general administration, finance, faculty affairs, data processes, policy development, and/or human resources.

• Coordinate and supervise maintenance of filing systems.

• Hire, supervise, and coordinate the work of students. 

Perform other related duties incidental to the work described herein.

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.

Required Qualifications at this Level

Education/Training

Work requires a general business background generally equivalent to a bachelor's degree in a business-related field.

Experience

Work requires 4 years of related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles, coordination of major administrative functions, and oversight of administrative teams.  Strong preference will be granted to candidates with a minimum of 10 years of experience. Extensive work experiences serving as an assistant to an organizational leader within a dynamic and high-paced organization that requires attention to detail and innovation are especially valued as pertinent experiences that would qualify an applicant for this position. 

A master's degree in a business-related field may be substituted for 2 years of experience.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Skills

A successful candidate in this role would possess a high level of initiative and skills described as exceptional in the following areas:

• Proactive and motivated
• Communication
• Independent analysis and judgment
• Problem-solving
• Time management
• Attention to detail
• Interpersonal skills
• Management/supervision
• Teamwork

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.