Administrative Assistant

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.

 

 

 

Positional Summary:

The Administrative Assistant provides assistance of a complex and confidential nature in support of the activities of the Provost Office. This position is primarily responsible for coordinating a variety of administrative, logistical, and financial duties for the Office with wide latitude for exercising discretion and judgment.  Effective communication skills, writing abilities, and computer experience are required. 

 

Reports to: Administrative Director, Office of the Provost

 

Essential Duties will include:

• 20% - Schedule cross-organizational meetings and events with a clear understanding of selecting the participants, date, time, and location. May also need to order food, manage setup and AV, and take notes. Using existing policies and procedures, schedule room rentals and reservations, building access, and parking needs.
• 20% - Maintain complex calendar for the Provost’s Chief of Staff. Coordinate and schedule meetings and assist with preparation of materials for meetings.
• 20% - Assist staff with special event coordination, including the holiday parties and annual retreat. Manage guest lists, invitations, RSVPs, gifts, thank you notes, etc. Coordinate with internal staff and vendors for tasks such as catering, décor, photography, and other logistics. Schedule set-up and take-down of chairs/tables, using vendors when needed. Arrange for rental of necessary equipment and furniture for events.
• 15% - Manage invoice payments and reconcile procurement card transactions for staff members. Maintain appropriate documentation on file. Reconcile monthly statements and track expenses. Maintain electronic documentation of all expenses. Initiate transactions (AP Check Requests, J/Vs, Purchase Orders, etc.) as appropriate and necessary in SAP. Provide monthly variance reports to the Director and other financial analysis as needed and requested. Take appropriate financial training classes as needed. 
• 10% - Assist with task management scheduling and tracking for office initiatives and projects.
• 5% - Maintain the annual faculty listings on the Provost committee webpage
• 5% - Maintain an inventory of office supplies, housekeeping supplies, and equipment. Order additional supplies as necessary. Facilitate key office services, including copier, printer, building card access, parking permit, and deliveries.
• 5% - Coordinate travel arrangements for COS and staff as needed. 

 

Qualifications, Skills, and Competencies

 

Preferred Skills and Competencies:

• Ability to work effectively in a flexible hybrid capacity (2-4 days remote); demonstrated hybrid work experience a plus.
• Excellent time management skills and the ability to prioritize work.
• Excellent oral and written communication skills.
• Strong organizational skills with the ability to multi-task. 
• Attention to detail and problem-solving skills. 
• Proficiency in office technology tools such as MS Office, Outlook, Teams, Zoom; experience with Asana and Qualtrics a plus.

Minimum Requirements: 

 

Education:

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in administrative support or a related business field.

 

Experience:

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