Administrative Assistant, Office of the Dean, Duke Divinity School

Duke University:

 

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

 

Provide administrative and program support to the Office of the Dean, Duke Divinity School, including the coordination of regular meetings and special events, support for strategic initiatives, and general administrative support to the overall office.

 

Meeting Planning (40%)

 

• Plan, coordinate and administer activities of regularly scheduled meetings conducted by the Office of the Dean, including senior administrative meetings.

• Plan, coordinate and administer special events for the Office of the Dean as directed.

• Advise supervisor as to the status of current activities and additional or expanded program requirements; make recommendations for solution to problems identified. Assist in determining budgetary recommendations and requirements; monitor, verify and reconcile expenditures of budgeted program accounts.

• Coordinate internal and external publicity as appropriate for special events for the Office of the Dean.

• Manage the calendars for the Dean and the Associate Dean for Strategic Initiatives.

 

Administrative Support (60%)

 

• Provide administrative support for the Office of the Dean including office and reception coverage; correspondence, meeting and travel arrangements; and general assistance to the Office of the Dean staff.

• Assist in the preparation of budgets and grants; monitor, verify and reconcile expenditure of budgeted funds as appropriate.

• Maintain liaison with other programs, offices and departments at Duke to coordinate programs and to accomplish program objectives; interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.

 

Required Qualifications at this Level

 

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 OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.

 

Departmental preferences:

• A bachelor’s degree is preferred.

• Training in accounting is preferred.

• Bilingual in English and Spanish is preferred.

Skills/Abilities:

• Knowledge of communications, faculty relations and theological education is preferred.

• Ability to maintain confidentiality is expected.

• Knowledge of business and management principles involved in strategic planning, resource allocation, and coordination of people and resources.

• Knowledge of editing skills.

• Ability to interact effectively with diverse constituencies.

• Skills using logic and reasoning to identify solutions to problems.

• Ability to use general office software, including word processing, spreadsheet, presentation and financial reporting programs.

• Excellent written and verbal communications skills.

 

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

 

 

 

Job Code: 00001004 ADMINISTRATIVE ASSISTANT
Job Level: 10

 

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