ADMINISTRATIVE ASSISTANT


  • Location: Durham, NC
  • Posted: Jul 3, 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:

Perform responsible administrative and secretarial duties of a complex and confidential nature in support of the Vice Provost for Faculty Advancement to relieve others of varied administrative responsibilities and maintain efficiency in organizational operations.

Duties, Responsibilities and Work Performed:

Represent the Provosts and Vice Provosts Offices with a high level of professionalism to faculty, students, officers, trustees, and the public. Regularly exercise good judgment concerning appropriate action to respond to requests for information and assistance.

Provide overall administrative support to the Vice Provost for Faculty Advancement and his/her staff, including but not limited to the Provosts Office faculty advancement programs and initiatives. Serve as liaison between Vice Provost and various university offices, schools, centers, programs, faculty, students, and administrative personnel.

Manage the financial accounts assigned to the Office of the Vice Provost for Faculty Advancement. Maintain Excel spreadsheets to track commitments and monitor expenses. Process R/3 transfers based on annual budget commitments in support of the Vice Provost for Academic Affairs efforts. Perform account reconciliation on financial accounts.

Manage travel reimbursement/advance and reconciliation process for assigned individuals, including the Vice Provost and the Vice Provosts staff. Process on-line Accounts Payable (AP) requests, prepare monthly general and standard journal entries as needed. Maintain up-to-date on changes in Dukes Employee Travel & Reimbursement, Procurement and Accounts Payable offices and systems. Maintain a strong working knowledge of all online financial systems.

Sort, screen and prioritize mail, and compose letters and e-mail correspondence as appropriate. Determine which correspondence to respond to or which to bring to the Vice Provosts attention based on content of communication and broad knowledge of departmental programs and activities.

Control and maintain files of records, reports and correspondence required for reference and efficient operation of the office; ensure maintenance of up-to-date management and procedural manuals, directives and related records. Maintain and order office supplies and equipment as necessary.

Administer complex calendar required for the Vice Provost and his/her staff. Coordinate appointments, meetings and meeting agendas, and travel (both domestic and international).

Coordinate arrangements for meetings, seminars, receptions, and conferences for guests, faculty, and senior level administrators. Establish appointments, meetings, and speaking engagements; attend meetings to provide information and serve as a resource person.

Answer incoming calls and requests for the Vice Provost for Faculty Advancement, screening calls, providing information and serving as a resource person.

Coordinate meetings of assigned university committees, which includes arranging logistics, preparing meeting materials, taking and drafting minutes, and maintaining an evolving list of agenda items.

Perform other related duties incidental to the work described herein.

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.

Departmental Preferences:

Bachelors degree preferred

Skills:

Editing/Proofing

Ability to take and draft minutes

Accounting/Bookkeeping

SAP R/3 and related applications in Duke@Work such as AP, ETR, Buy@Duke

Office Procedures

Correspondence

Microsoft Outlook

Microsoft Office Word, Excel, PowerPoint

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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