ADMINISTRATIVE ASSISTANT


  • Location: Durham, NC
  • Posted: Jul 13, 2019

Job Description


Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of Americas 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

Responsible for assisting the Dean, Senior Associate Dean for Faculty and Research, Associate Dean for Finance and Administration, Assistant to the Dean, Administrative Coordinator, and faculty members in overseeing and implementing all faculty Appointments, Reappointments, Promotions, secondary processes, Sanford School searches, faculty leaves, faculty retirement agreements, Executive Committee processes, faculty financial reimbursements, and teaching support. This position requires strong communication and writing skills, strong analytical and research skills, and a high degree of confidentiality. The position will be supervised by the Senior Associate Dean for Faculty and Research.

Work Performed

A detailed description of functional areas and tasks follows:

Oversee all regular rank faculty Appointments, Reappointments, Promotions and Tenure (APT) reviews to make sure they are in compliance with the procedures and deadlines established by the University administration while always maintaining the highest degree of confidentiality. This includes monitoring faculty appointments and instigating renewal processes in a timely manner; resolving complex non-routine faculty appointment issues with the Provosts Office; interpreting Sanford School By-laws and Arts & Sciences (A&S) policies and procedures; ascertaining needed documents and work with committee chairs and faculty being reviewed to obtain and enforce those requirements; composing complex correspondence for Senior Associate Dean for Faculty and Research; and researching and compiling reports and analyses for review committee chairs and Deans.

Research, prepare and manage faculty primary and secondary appointment letters.

Organize and coordinate all faculty searches in preparing and publishing search ads; maintain a database of candidates; receive and answer correspondence; and comply with EEO requirements. Plan and coordinate the visits of search candidates and target of opportunity candidates including planning talks to faculty (Sanford School and other Duke units), and meeting with faculty and students. Plan and coordinate all travel arrangements; reimburse candidates for expenses; gather feedback and compile necessary documents to send to the Provosts Office and to Office of Institutional Equity (OIE). Assist with Sanford Schools Distinguished Professorship Committee in managing all documents of a confidential nature for appointing Distinguished Professors; interpreting and complying with the rules set up in the Schools By-laws; setting up meetings with committee members; and compiling final documents to send to the Provosts Office. Complete Trustee List Submissions for the Sanford Schools faculty changes in a timely manner. Communicate and collect annual faculty scholarly activity reports and CVs, and partner with the Associate Dean for Finance & Administration and Dean to ensure a timely completion for salary setting meetings and school submission deadline dates.

Coordinate the compilation and submission of faculty leaves to the Provosts office.

Assist with Dean, Senior Associate Dean for Faculty and Research and Associate Dean for Finance and Administration on faculty retirement agreements.

Assist the Dean and Senior Associate Dean for Faculty and Research on Executive Committee (ExCom) processes. Organize Executive Committee Faculty Vote, collect and finalize data and report back to Dean & Senior Associate Dean for Faculty and Research on the new ExCom Membership for the academic year, including alternates, as needed.

Prepare and send out announcements regarding faculty meetings throughout the academic year cycle and confirm space reservations to faculty for the academic year. Confirm with faculty & 2/3 quorum requirement when needed; collect confidential electronic votes, when required. Coordinate with the staff assistant prior to each faculty meeting to ensure lunch surveys are sent to the designated faculty group, based on the business at hand and according to our bylaws. Obtain feedback from staff assistant on the on the sign-up list, to ensure a 2/3 quorum when possible. Provide back-up to staff assistant on faculty meeting days, when she is absent to ensure catering setup and cleanup is taken care of in a timely manner. Coordinate Sanford School faculty retreat each year to included rental agreements and catering arrangements. Update faculty list by rank as used by staff and faculty attendance at meetings/votes, etc. Set up and maintain Sympa Faculty distribution list used by staff and administration.

Maintain complex calendar and task list for the Senior Associate Dean for Faculty and Research. Arrange for and schedule appointments and meetings for the Senior Associate Dean for Faculty and Research and committees, including parking arrangements; supervise the preparation of materials for meetings.Manage documents and files of a confidential nature in areas of faculty development, appointments, reviews, grants, confidentiality statements, manuscripts, articles, and yearly faculty discretionary accounts.

Co-manage and coordinate the work of a part-time Staff Assistant position, which includes reviewing completed work for adherence to instructions or correctness as it relates to search work. Provide input into various personnel actions including, but not limited to, hiring, performance appraisals, promotions, transfers and vacation schedules.

Provide assistance to faculty that include but arent limited to, working on special reports, conducting electronic voting polls, arranging and attending meetings, receiving and answering correspondence, conducting research, preparing financial documents, and assisting with faculty class preparation.

Pay Sanford School/Duke annual dues for APSIA & NASPAA for the year thru Accounts Payable Check Requests on-line, once new fiscal year budget begins. Assist the Assistant to the Dean with various administrative office tasks related to the Schools Dean, many of which are of a confidential nature. Serve as primary backup for Assistant to the Dean in their absence.

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.

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individuals age, color, disability, genetic information, gender, gender identity, national origin, race, religion, sexual orientation, or veteran status.

In addition, the successful candidate will possess the following qualities/attributes:

Strong interpersonal communication and writing skills needed to work across a broad audience.
Strong analytical and research skills, including experience working with data.
Strong organizational skills.
Academic administrative or management experience preferred.
High standard of confidentiality and discretion.
Ability to work autonomously.
Ability to take initiative and work with team members in a flexible, dynamic, rapidly evolving environment.
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 become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. EXPERIENCE.

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 ideasan 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.

Duke Health

705 Broad Street
Durham, NC 27708

Phone: (919) 684-5600

Fax: (919) 684-5600

Web: http://www.hr.duke.edu/

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