Assistant To The Dean

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.

 

RESPONSIBILITIES: This position provides comprehensive executive level support to the Dean of Undergraduate Education for Trinity College, in support of strategic initiatives and administrative support to the Dean. In collaboration with the Associate Dean, staff, and Administrative Manager of Undergraduate Education, this position ensures that the needs and priorities of the office are executed with excellence.

 

Work Performed:

Executive Support to the Office of the Dean of Undergraduate Education

• Administer the calendar of the Dean of Undergraduate Education: schedule appointments and coordinate committee meetings with diverse groups of participants, in a timely manner.
• Use independent discretion and knowledge of the Dean's office in preparing for meetings, conferences, and appointments. Help ensure all materials needed for these meetings are complete, accurate, organized, and provided to the Dean and all others involved, as appropriate.
• Advise Dean on the status of current programs and activities; provide appropriate recommendations for solutions to problems.
• Support the Dean in the timely management of all communications. Independently and accurately compose correspondence, memos, and meeting agendas,
• Independently prepare complex reports, including those requiring compilation of data, for presentations to various constituencies. Monitor follow-up on all correspondences that require responses.
• Provide talking points for speeches; research and provide background information for meetings.
• Attend weekly staff meetings and take minutes for the Dean to review, and attend other meetings as directed by the Dean to provide information and serve as a resource person when not attending a meeting.
• Coordinate meetings of assigned university committees; arrange logistics, prepare meeting materials, take notes, and submit minutes, and maintain an evolving list of agenda items.
• Clearly organize, manage, and maintain listservs, electronic files of records, reports and correspondence required for reference and efficient operation of division or department.
• Edit, proofread, and interpret the Dean’s directed content into written form. This will involve researching articles in higher education literature and providing summaries for the dean.
• Represent the Office professionally within and external to the university.

 

Project management

• Track and manage appointment and compensation process for Directors of Undergraduate Study (DUS) for all Trinity departments and programs; schedule and attend monthly DUS executive board, DUS meetings, and certificate director meetings.
• Initiate and manage process for tracking low enrollments across Trinity courses.
• Communicate and track Trinity College's support of graduation events, including distribution of funds to departments as appropriate.  Prepare certificate program diplomas for graduation.
• In coordination with Associate Dean, support first-year curricular planning and programming.
• In coordination with the Executive Director of Communications and the Associate Dean, ensure information on Trinity College websites is accurate and in compliance with ADA standards.
• Initiate and manage Senior Survey gift distribution, distribution of Summer Music in the Gardens tickets, and application process for the Wallace Wade Scholarship.
• Initiate and process dean registrations for the annual