Administrative Assistant

Occupational Summary

In support of the operations of the Office of Durham and Community Affairs, specifically the Research and Advancement team with a focus on multiple mapping initiatives, applies knowledge and skills to resolve non-routine administrative problems of a complex and confidential nature. The administrative assistant will also perform administrative duties in support of advisory and other ad hoc committees and workgroups convened to support the work of the Research & Advancement Team. This position reports directly to the Assistant Vice President (AVP) for Research and Advancement in Durham and Community Affairs (DCA).

Essential Duties

Operations: (10%)

Manage the organization of the Research & Advancement Team’s day-to-day workflow and provide material and administrative support for the creation and maintenance of the partnership platform.

Support the establishment and ongoing work of the major committees supporting the Research & Advancement team, especially the Strategic Community Impact Planning Committee and the Partnership Platform Advisory Group, including help in defining and assigning action items and monitoring progress on reaching pre-defined goals/milestones.

Serve as the primary contact for the Research & Advancement team and triage issues for review and response by the AVP and Director for Research and Advancement.

Interpret and communicate policies and procedures to other parties based on knowledge of unit and divisional guidelines.

Coordinate with the Executive Assistant to maintain processes that improve office functionality, efficiency, and professionalism.

Budget and Financial Management: (20%)

Control and maintain financial records along with budget planning and development for various unit contracts and accounts.

Prepare unit budget recommendations by considering past requirements and expenditures and current plans.

Research budget variances and follow up to resolve issues.

Inform appropriate staff members of the financial status of various projects and significant financial impacts.

Identify and manage potential vendors for the partnership platform and review their qualifications.

Manage unit purchases and inventory of materials to support programmatic meetings and events.

Process travel arrangements, meetings, and visits, including making reservations, registering, and preparing reimbursements and reports.

Reconcile procurement card expenses and process routine check requests and expense forms for the unit.

Create, document, and manage travel expense clearances in SAP.

Reconcile Research and Advancement accounts monthly and utilize SAP Finance to run needed reports.

Human Resources: (20%)

Support new employees by providing onboarding and orientation and maintain the Community Research Collaborative handbook pertaining to lab and university policies, procedures, and guidelines.

Support communication of such policies to Research & Advancement staff.

Process payroll for the Community Research Collaborative personnel and/or other partnership platform initiatives.

Technology and Marketing: (15%)

Develop and implement a marketing plan that includes appropriate use of websites and social media.

Serve as the Research & Advancement point of contact for editing and maintaining online materials, ensuring information is current and appropriate.

Produce electronic communications or print materials advertising or featuring Research & Advancement events or updates as necessary.

Maintain proficiency in the use of various software needed to support event preparations, planning, and evaluation, including shared servers, data collection and management software, secure online surveys, scheduling programs, learning management systems, and meeting support software.

Communication and Correspondence: (20%)

Prioritize and resolve inquiries (phone, email, in-person) and provide high-level customer service to all internal and external constituents.

Act as a liaison between the unit and external entities.

Explain policy/procedures to other parties based on knowledge of the division and unit guidelines.

Independently compose correspondence, memos, meeting agendas, and complex reports, including those requiring data compilation. Review outgoing material for completeness, dates, and signatures.

Extract and compile a range of data from written sources, the partnership platform, and databases, providing limited interpretation of the data.

Program and Event Planning: (5%)

Coordinate and plan events for staff, campus partners, and community partners.

Determine administrative and technical/AV needs for meetings, conferences, retreats, seminars, or other high-level activities.

Maintain recurring meetings and notify attendees regarding location and time.

Grant Preparation and Submission: (5%)

Provide support in the preparation and submission of grants and other funding requests, as well as managing budgets and submission of required reports.

Scheduling: (5%)

Schedule and maintain a challenging calendar of appointments and meetings with faculty, staff, senior-level administrators, and vendors for the partnership platform.

Coordinate schedules for the Research & Advancement team with a high degree of accuracy.

Manage a comprehensive view of Research & Advancement-related meetings, presentations, and appointments.

Perform other related duties incidental to the work described herein.

Minimum Qualifications

Education:

Work requires a general educational background normally equivalent to a full high school education plus two years of post-secondary education in a business-related field.

Experience:

Work requires 4 years of 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.

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.