ADMINISTRATIVE ASSISTANT to the ASSOCIATE DEAN for ACADEMIC AFFAIRS, DUSON


  • Location: Durham, NC
  • Posted: Jul 3, 2019

Job Description


School of Nursing:

Established in 1931, Duke University School of Nursing is among the top ranked of the nations nursing schools. The School is proud of its overarching commitment to transform the future of nursing to advance health in individuals, families and communities. Members of the School of Nursing are part of an inclusive community that supports the professional goals of its people as they pursue excellence.

Comprised of 1,600 faculty, staff,instructors and students, the Duke University School of Nursing along with the Duke University School of Medicine and Duke University Health System create Duke Health.Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

General Purpose

Apply knowledge and skills to handle routine and non-routine administrative matters of varying complexity. With minimal supervision, latitude for discretion and independent judgment, provide a high level of administrative support to the Associate Dean for Academic Affairs and the operations of Academic Affairs.

Supervisor

This position reports to the Associate Dean for Academic Affairs.

Essential Duties

Manage the ADAAs complex calendar in an organized fashion, and coordinate with other schedules of similar complexity. Anticipate and assess meeting and agenda needs and plan accordingly. Compile and organize agendas, background and research materials necessary for the ADAA to review in preparation for meetings and events on a weekly basis.
Using independent discretion and knowledge of School assist with the planning and/or preparation for meetings, conferences, appointments, conference calls, etc. Help ensure all materials needed for these meetings are complete, organized, and provided to the Associate Dean and all others involved, as appropriate.
Gather, sort, and prioritize incoming mail; alert appropriate party to priority items; handle all outgoing mail and/or packages. Assist with or independently handle large mailings.
Assist with the coordination and arrangement of visits for Academic Affairs consultants, visitors, and guests, by arranging travel services, accommodations, and car services; maintain records of guests travel expenditures; submit forms for reimbursement. Independently follow up to ensure all payments, reimbursements, and honorariums, are received.
Independently compose correspondence, memos, meeting agendas, and complex reports, including those requiring compilation of data.
Plan, research, coordinate, and/or facilitate various projects and improvement processes related to nursing academic affairs. Coordinate all aspects of events that are hosted by Academic Affairs including, for example, speaker invitations and arrangements, catering coordination, invitation creation and distribution, RSVP tracking, and announcements. Work with other school staff as needed.
Develop and manage various databases in support of the ADAA and nursing academic affairs, to include but not limited to NCBON 318 compliance, faculty compensation, DSL activities, student records, and Lets DU Lunch. Develop and maintain extensive academic affairs hardcopy and e-file systems as well as the scholarly and research files of the ADAA. Assist with maintenance of highly confidential files, including faculty files, that may contain financial, budgetary, and salary information. Help ensure consistency between the electronic and regular files, and have detailed knowledge of what is contained in those files.
Manage and/or monitor specific budget activities for the ADAA including office, program, and discretionary accounts. Reconcile Academic Affairs transactions to the financial report monthly. Process and coordinate reimbursements, submission of procurement card receipts, and submission/tracking of the associate deans travel expense reimbursements.
Collaborate with program chairs, faculty, the academic operations office and others to coordinate, facilitate, and monitor activities related to program accreditations and certifications.
Conveys student, faculty and administrative requests, insuring that priority information is provided to ADAA is a timely manner.
Develop and maintain highly confidential ADAA files (paper and electronic) as needed, having detailed knowledge of file purpose and contents. Ensure consistency between the electronic and regular files
Using independent judgment, complete special projects as assigned.
Represent the ADAA and the School of Nursing professionally within and external to the university
Perform other related duties incidental to the work described herein.

Requirements

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.

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

Preferences

Bachelors degree. Five years of increasingly responsible administrative experience.

Demonstrated Knowledge and Skills:

Effective written and verbal communication
Time management, especially ability to flex effort with changes in the work flow
Problem solving and prioritization skills
Initiative balanced with judgment when responding to requests
Able to develop effective working relationships with diverse individuals/groups
Ability to work with sensitive information and maintain confidentiality
Proficient in Microsoft Office and database software
Budget management
Project management

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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