Administrative Assistant, Office of Global and Community Health Initiatives (OGACHI)

School of Nursing Established in 1931, Duke University School of Nursing is among the top-ranked of the nation’s nursing schools. The school is proud of its overarching commitment to educating the next generation of nurse leaders and advancing the roleof nurses and nursing in the transformation of health care and in the expansion of health equity. The School of Nursing has an inclusive and diverse community that supports the professional goals of its students, faculty, and staff as they pursue excellence. Comprised of 1,600 faculty, staff, instructors, and students, the Duke University School of Nursing, Duke University School of Medicine, and Duke University Health System are a part of Duke Health. The Duke University Health System is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a network of health services. It 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

 

With minimal supervision, latitude for discretion and independent judgment, provides a high level of administrative support to the Associate Dean of Global and Community Health Affairs, the Office of Global and Community Health Initiatives, and DUSON Community Health Improvement Partnership Program (D-CHIPP).

 

SUPERVISOR

 

This position reports to the Associate Dean of Global and Community Health Affairs (ADGCHA).

 

ESSENTIAL DUTIES

 

1. Provide executive administrative support to the ADGCHA and two faculty directors to include, but not limited to, preparation of reports/presentations, compilation & organization of vacation schedules and staff development activities, and calendar management. Coordinate with other schedules of similar complexity. Compile & organize agendas, background, and research materials necessary for the ADGCHA to review in preparation for meetings and events.
2. Maintain liaison with appropriate personnel in relevant university departments and external circle of contracts associated with work of the office.
3. 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.
4. Independently compose correspondence, memos, meeting agendas, and complex reports, including those requiring compilation of data for OGACHI team and D-CHIPP.
5. Monitor and evaluate program effectiveness using qualitative and quantitative program evaluation strategies and techniques; investigate trends, and recommend and implement modifications to improve program effectiveness.
6. Independently coordinate all domestic and international travel for students, staff, faculty, and guest lecturers of faculty. Reconcile expenditures of all travel, domestic and international for OGACHI programming. Independently follow up to ensure all payments, reimbursements, and honorariums are received.
7. Manage and coordinate all gifting associated with visits to and from domestic and international professionals, as appropriate.
8. Develop and manage various databases in support of OGACHI, to include but not limited to GCIE activities, student and faculty files, and individual and group retrieval for mass mailings. Develop and maintain extensive OGACHI hardcopy and e-file systems. Assist with maintenance of highly confidential files that may contain financial, budgetary, and salary information; including VISA, immigration/residency data. Contribute to the development and efficient execution and oversight of guidelines for streamlining, archiving, and purging files in accordance with university standards and needs of OGACHI.
9. Assist with preparation of budgets and assist with grant development; monitor, verify and reconcile expenditure of budgeted funds as appropriate.
10. Support international students, scholars, and delegations visiting DUSON.

1. Coordinate public relations activities related to global programming to include, but not limited to the Global Conversations Lecture series and Lunch and Learn sessions.
2. Support ADGCHA and two faculty directors in academic and administrative roles, including the development of PowerPoint, functional knowledge of Sakai, Duke HUB and other academic support systems, including data management. Support the ADGCHA with conducting literature reviews and internet searches for specific information.
3. 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 educatio