Executive Assistant to the Dean, School of Nursing

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 wide latitude for independent discretion and judgement, provide a high level of confidential executive assistant support to the Dean, School of Nursing and Vice Dean of Faculty Affairs and Development.

Anticipate the needs of the Dean on a daily basis. Responsible for central coordination of Dean’s Office activities and ensure timely flow of information to and from the Dean. Greet Dean’s guest and provide direction and assistance to faculty, staff, students, alumni, University community and visitors.

 

SUPERVISOR

 

This position reports to the Director of Administration, Office of the Dean.

 

ESSENTIAL DUTIES

 

1. Serve as confidential liaison for the Dean with other University offices, faculty, students, staff and external contacts, Duke Health and Board. Relay and channel information, policy decisions and concerns on key issues. Based on a broad knowledge of the School and University rules and procedures, determine the content and nature of the requests; triage, prioritize and resolve or redirect as appropriate. Answer, resolve or refer questions and issues as appropriate. Keep commitments and complete follow-up activities.
2. Calendar and meeting management - Proactively manage the Dean’s complex calendar and schedule while coordinating with other complex schedules. Anticipate and assess meeting and agenda needs. Create agenda for 1:1 and similar meetings, assure others provide agendas in advance of meetings, and attach agenda to outlook calendar invitation and print out hard copy for Dean’s daily folder. Comfortably schedule and reschedule meetings as priorities change making sure the Dean is updated of changes and location for all meetings.
3. Calendar and meeting management – Assist with managing meetings for Vice Dean of Faculty Affairs and Development. Create agendas, schedule and reschedule meetings on a as needed basis.
4. Travel - Dean must be updated on all details for travel; including cancelation of flights, conferences and booked hotels.  Responsible for booking travel by air, ground transportation, car service, Uber, Lyft, rental car, hotel, RDU airport parking, conference registration, etc. Coordinate with out of town conference coordinators for all meetings in which the Dean is the key-note speaker, panel attendee, guest and more.
5. Reimbursements and Expenses – Maintain and organize receipts for expense reimbursement and procurement card (P-Card) clearing. Timely submission within 30 days of event for travel and non- travel expenses and receipts using Concur. Process all Dean’s office reimbursements ensuring payments and honorariums are paid. Responsible for guest travel expenditures, submissions and receipts and to clear guest receipts within 30 days.
6. Meeting materials - Responsible for ensuring that agenda, bio’s, and materials for the Dean have been distributed in advance of meetings and events.
7. Correspondence – Draft professional replies free of grammatical and spelling errors. Prepare Letters of Recommendation, internal/external faculty letters and other letters as requested. Add the Dean’s electronic signature upon his approval for all letters that go out of the Dean’s office. The Dean must approve content of written correspondence before adding to letterhead for signature. Where appropriate, refer correspondence to others responsible for act