ADMINISTRATIVE ASSISTANT


  • Location: Durham, NC
  • Posted: Aug 26, 2019

Job Description


School of Medicine:

Established in 1930, Duke University School of Medicine is the youngest of the nations top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing 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.

Job Title:

ADMINISTRATIVE ASSISTANT To The Associate Dean of Diversity &Inclusion/Chief Diversity Officer

Job Level 10

Occupational Summary:

This position directly supports the Associate Dean of Diversity & Inclusion/Chief Diversity Officer (CDO) in The Office of Diversity & Inclusion (ODI) and team in performing a broad spectrum of administrative duties of a complex and confidential nature requiring independent decision making, discretion and impeccable judgment. This person will serve as the first point of contact for ODI and will therefore be required to respond to and triage as appropriate a myriad of sensitive requests that come via telephone, email or in person entailing

faculty/staff/student diversity concerns. This individual must have strong diplomacy and human relations skills and the ability to de-escalate situations that may be emotionally charged.

The person in this position also must be exceedingly well organized, detail oriented, flexible and enjoy the challenges of supporting an office of diverse people and programs. He/she will be responsible for initiating and maintaining organizational systems to ensure optimum levels of operational effectiveness and efficiency requiring exceptional organizational and communications skills.

The ability to anticipate, plan, prioritize and communicate sensitively and effectively with a wide spectrum of constituents is critical. Must be adept at multi-tasking with excellent time management skills necessary to effectively administer dynamic office functions related to planning, scheduling, communications, logistics management, and budgetary/accounting activities. Ability to work independently, possess a strong sense of self-motivation and work effectively in a team environment. A broad understanding of diversity, equity and inclusion and demonstrated ability to work effectively with diverse constituents is required.

The primary responsibilities of this role include, but are not limited to:

Communications

On behalf of the Associate Dean/CDO, maintain liaison with all levels of administration, including the Dean, Chancellor, Department Chairs, Center & Institute Directors, VP of The Office For Institutional Equity, special interest groups (e.g. LGBT Taskforce) and other internal and external SOM stakeholders and constituents to ensure effective and proactive communication and collaboration relative to office goals, initiatives, opportunities and problem resolution.
Manage and coordinate all aspects of administrative duties for Associate Dean/CDO including (but not limited to) managing, collecting and analyzing all communications, compose letters and reports independently in the name of the Associate Dean/CDO and monitor follow-up. Maintain liaison with special projects or committee participants and provide relevant updates.
Assist in the preparation of complex and sensitive reports including demographic data (race, ethnicity, gender, age, sexual orientation) related to faculty, student and staff peer institution comparisons, and quantitative and qualitative survey data.
Independently compose letters/communication requiring understanding, interpretation and application of office goals, purpose, policies and procedures.
Initiate, receive and answer correspondence and assist the Associate Dean/CDO in proactive and timely management of all communications, both written and via telephone.
Interview callers and answer questions concerning departmental activities and transmit instructions and or information to and from staff members; serve as liaison with all internal and external stakeholders.
Facilitate communication on behalf of CDO/ ODI to accelerate response times and ensure proactive and effective transfer of information and follow up on any hot items.
Prepare Power Point presentations that are engaging and professional to support CDO and compose correspondence/reports as requested.
When Associate Dean of Diversity & Inclusion/CDO chairs meetings, prepare and send agenda in advance, arrange meeting facilities and catering as appropriate, assemble and send pre-work, take and transcribe meeting minutes that clearly identify action items/follow-ups, draft letters, reports and follow ups.
Track and provide status reports and updates to CDO on key ODI projects to ensure timely deliverables and follow up on action items.
Develop quality peer relationships to ensure effective interactions with key personnel in budget and accounting offices, OIT, procurement, facilities, human resources, marketing and communication.
Assist in updating and maintenance of ODI website.
Exercise proactive decision making and confidentiality in all of the above
Administration, Scheduling & Logistics

Arrange for and schedule all appointments, meetings, conferences and speaking engagements for the Associate Dean of Diversity & Inclusion/CDO, Assistant CDO, and other key personnel in The Office of Diversity & Inclusion as needed.
Ensure accuracy, coordination and prioritization of the calendar based on an in depth knowledge and understanding of the full range of commitments, obligations and initiatives as well as the mission, goals, priorities and key deliverables of the office.
Prepare and respond to invitations, doodle polls, pre-work and follow up communication for all meetings, presentations, appointments and calls.
Coordinate all logistics related to scheduling and follow up with ODI Councils & Committees (School of Medicine Inclusion Council, Sexual & Gender Diversity Council and other committees and associated working groups as directed by the CDO.
Participate in planning and coordination of logistics for all conferences, retreats, workshops & meetings.
Manage and oversee requests for consultation, training and speaking engagements for Associate Dean/CDO & ODI team. Use tracking system to log ODI staff activities and consultation requests and provide weekly status reports/updates.
Update and maintain Contacts and VIP list for CDO.
Screen and route mail and documents; determine which to respond to or which to bring to CDOs attention based on level of priority, content of communication and knowledge of departmental programs and activities.
Document, systematize and streamline practices and processes to ensure efficiency and consistency.
Organize, control and maintain confidential departmental files of records, reports and correspondence required for reference and efficient operation of department.
Order and organize office supplies
Budget & Travel Coordination

As requested by ODI budget leader, prepare and maintain departmental budget activities according to established timelines and protocols to ensure efficient fund code management.
Process expenses and support ODI budget leader as needed with fiduciary processes related to ODI budget. Provide quarterly progress reports and updates as needed.
Coordinate travel arrangements for CDO as well as any guests. (speakers/consultants/subject matter experts) who collaborate with The Office.
Prepare itinerary, trip file and any materials required.

Education:

AAS in business or business management generally required.
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
Preferred
Bachelors degree andfour years of directly related experience/education to acquire skills.
Minimum of 3+ years administrative assistant experience providing direct support to Director or C-level executives
Expert level written and verbal communication skills
Experience handling confidential and sensitive information with discretion and professionalism
Excellent time management and multi-tasking skills
Strong proficiency with MS Office, including Word, Excel, PowerPoint and Outlook
Competencies

Critical thinker with creative, solutions oriented problem solving skills and the ability to make sound assessments and judgements to resolve challenges.
Must be highly organized, proactive and resourceful and adept at anticipating needs and planning accordingly while remaining flexible.
Demonstrated record of assuming responsibility, working independently (without direct supervision) as well as working effectively as member of a diverse team.
Results driven with the ability to establish and manage competing priorities effectively and accurately in a fast paced environment.
Demonstrated organizational, time management and follow-through skills with scrupulous attention to details.
Strong interpersonal and collaboration skills.
Ability to work with a broad range of constituents and levels across the institution.
Conducts business with high level of professionalism.
A broad understanding of diversity, equity and inclusion and demonstrated ability to work effectively with diverse constituents is required.
Direct experience working with diversity councils, teams, groups or initiatives is desired.

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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