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.

The administrative assistant provides comprehensive high-level administrative support for the Dean of Students senior leadership team and ensures that work performed meets the needs of the university. The administrative assistant manages the daily operations of the Dean of Students office for the Assistant Vice President for Programs and Education and the Assistant Vice President for Policy and Governance; including support for Crisis Response and Risk Mitigation and QuadEx. This position provides direct administrative support for the 2 Assistant Vice Presidents, the Senior Associate Dean for QuadEx, and reports to the Administrative Coordinator for the Associate Vice President of Student Affairs/Dean of Students. Some regular night and weekend work is expected during campus crisis response efforts, office busy periods, and university events.

Leadership team administrative support 40%:                                                                                     

• Oversee daily operations of Dean of Students office; including scheduling all staff meetings and events and managing the complex calendars of the Assistant Vice Presidents. 
• Support the Dean of Students’ leadership team in managing their complex and ever-changing workload through proactively and independently anticipating office needs and potential conflicts and problem solving effective and timely solutions. Work closely with the Dean of Students leadership team to reshuffle priorities and agendas to support evolving crisis response operations and frequent overnight changes to their schedule.  
• Provide professional and effective communication to internal and external constituents to the Dean of Students office, including parents, donors, and invited guests on the Dean’s behalf.  
• Manage searches – scheduling visits, coordinating meetings, and communicating on behalf of the search committee as needed to arrange interviews and collect materials.   
• Review reports received for supervisor(s); check and compare with source documents and bring significant items, changes, errors, or omissions to the attention of the supervisor(s).  
• Order supplies and maintain supply inventory for office teams under Dean of Students organization. Oversee organization of office files of records, reports, and correspondence.  
• Oversee the management of key office services including copier, printer, mail distribution, building card access, parking permit, and deliveries. 
• Adhere to policies and procedures of the Student Wellness Center, Dean of Student’s office, the Division of Student Affairs, and Duke University.
• Other duties as assigned as a staff member of Dean of Students office at major programs/events. 

Financial and Building Management 30%:                                                

• Manage 4 event spaces in the Student Wellness Building, providing relationship management in the oversight of space requests and reservation prioritization, respond promptly to internal and external booking requests, and ensure spaces are well maintained and not double-booked.   
• Work with Conferences and Event Services regarding space management, managing dual booking system effectively to ensure online booking availability is accurate and programs using our space