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.

 

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 and ensures that work performed meets the needs of the university. The administrative assistant manages the daily operations of the Dean of Students office and Student Wellness units; including Crisis Response and Risk Mitigation, DuWell, DukeReach, and Gender Violence Education and Outreach offices. This position provides direct administrative support for the Associate Vice President and Dean of Students 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; staff member will be generally onsite Monday-Friday 8-5.  

 

Dean of Students Support:                                                                                             

• Oversee daily operations of Dean of Students office; including scheduling all staff meetings and events and managing the complex calendar of the Dean of Students. 
• Support the Dean of Students 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 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.  
• Other duties as assigned as a staff member of Dean of Students office at major programs/events. 

 

Administrative Support:                                                                                                

 

• 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).  
• Manage searches – scheduling visits, coordinating meetings, and communicating on behalf of the search committee as needed to arrange interviews and collect materials.   
• 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. 

 

Financial and Building Management:                                                  

• Assist with and provide support for budget preparations and ongoing financial reports. Maintain, review and reconcile all office financial records, reconcile procurement card purchases, execute interdepartmental transfers, JV’s, and prepare variance(s) reports for supervisor(s) review. Reconcile transactions on a monthly basis.  Arrange travel and prepare travel expense reports. Clear Dean of Students’ corporate card charges.  
• Oversee procurement and distribution of office and student supplies, working with vendors and campus partners to anticipate changes in need and supply quantity. 
• Manage 4 event spaces in the Student Wellness Building, provi