ADMINISTRATIVE ASSISTANT- Please include cover letter

School of Medicine Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

 

Administrative Assistant, Office of Strategic Communications, Duke University School of Medicine

For consideration for this position please include a cover letter and resume when applying

Occupational Summary

The Administrative Assistant reports to the Vice Dean for Communications and Advancement and is responsible for general administrative support to the Vice Dean and Office of Strategic Communications and backup support for other vice dean administrators.

 

Work Performed

 

50% Executive support:

• Manage the Vice Dean’s calendar. Setup meetings and appointments with constituents. Arrange parking and travel.
• Create and maintain a daily roster that includes: priorities, material and content reviews, deadlines, and follow-up communications and actions.
• Schedule team and SOM Communicators Network meetings. Assist with creating and disseminating meeting agendas, notes, and minutes.
• Arrange and oversee the broad distribution of internal memos from executive leadership, including obtaining appropriate approvals, and the formatting and distribution of memos via the appropriate communications tool.

25% Clerical and Administrative:

• Manage SOM email listservs for faculty, staff, students, and the Communicators Network. Manage and triage the SOM-Communications@duke.edu inbox.
• Assist Operations Senior Director and Project Manager with file storage and archiving.
• Assist with the preparation of presentations for the Vice Dean, including building PowerPoint slides and gathering content.
• Provide administrative support for special projects and events, including collaborating with SOM units and divisions across Duke.
• Purchase and order team and office supplies. Renew team members’ software subscriptions.
• Assist communications team with compiling data for measurement and evaluation, and preparing analytics reports.
• Assist Vice Dean and Operations Senior Director with budget tracking, clearing expenses, and financial reporting.

 

25% Other Admin Support:

• Serve as backup administrative support for other vice deans or senior leaders in the School of Medicine. These duties will be an estimated 25% of the position’s time.

 

• Perform other related duties incidental to the work described herein.

 

 

 

Required Qualifications:

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 become familiar with general personnel practices, accounting, and budgeting principles and coordination of major office activities.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCAITON AND/OR EXPERIENCE.

Skills:

The ideal candidate would have:

• Experience managing complex calendars and scheduling for executives.
• Expertise in Microsoft Word, Excel and Powerpoint required.
• Experience supporting a communications team or news office, with an understanding of communications and news functions.
• Experience with Duke working with Procurement and Finance.

 

 

 

Minimum Qualifications

 

 

Education

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 EXPERI