Executive Assistant

Position Description    

This position reports to, and directly supports, the Vice President for Institutional Equity, and is the primary contact person for all matters related to the office of the Vice President (VP).  The Executive Assistant performs advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, competencies and knowledge of organization policies and practices while exercising discretion in handling confidential, sensitive and timely information. The Executive Assistant supervises two Program Staff Assistants and will also be responsible for the daily operations of the Office for Institutional Equity. 

 

Responsibilities  

I.    Provide administrative support to the Vice President (50%)

1.    Manage and prioritize VP’s complex schedule to ensure that their time is focused on critical strategic and time-sensitive matters. Anticipate and coordinate the planning of preparatory meetings to ensure completion of VP’s projects and deadlines. 
2.    Prepare and organize logistics related to all VP’s daily meetings, speaking engagements, function, and travel, etc.
3.    Prepare and/or proofread and format letters, agendas, reports and correspondence for VP, as requested.
4.    Provide general administrative support, as appropriate, for committees and/or senior level group activities on behalf of VP, as requested, with responsibility for recording minutes and writing summaries.
5.    Develop quality peer relationships with key personnel in key senior leadership areas, the Office of the Executive VP, Duke Budget and Accounting offices, Human Resources, OIT, Office for Faculty Advancement, Procurement, Auxiliary Services, Facilities Management, Student Affairs, Counsel’s Office, and other diversity/equity offices.
6.    Supervise two Program Staff Assistants to provide administrative support for the Compliance staff and the DEI team. 

II.    Manage departmental operations 

 

Financials (15%)
7.    Advise VP and staff on budgetary forecasts/statuses, and interpret problems, if any. Assist and advise VP in administration of OIE’s operational and financial procedures.
8.    Assist the VP in preparing the financial reports and annual budget for submission to budgetary authorities, based on historical performance and estimated program costs. Manage the budget development data tool. 
9.    Responsible for accountability of financial records for a $1.5+ million annual departmental budget with five fund codes and grants associated with the department. Monitor transactions and reconcile all departmental financial statements.
10.    Implement internal expenditure and budget control systems in compliance with accepted university accounting systems and procedures. 
11.    Assign duties to the two Program Staff Assistant positions to support financial responsibilities.

 

Office Operations (20%)
1.    Serve as the department’s primary resource person with respect to the purchase, acquisition and maintenance of computer equipment, software, subscriptions, affiliations, services, contractors, office supplies, space management, furnishings, repairs, etc. 
2.    Administer and maintain organization within OIE, relative to all operations and administrative functions, to ensure optimum level of operational efficiency.
3.    Assign duties to two Program Staff Assistant to support office operations.

 

Payroll and human resources responsibilities (15%)
1.    As the human resources representative for the department, manage office personnel functions relative to staff searches, hiring, orientation, promotion, benefits, attendance, onboarding and other personnel transactions. Work closely with appropriate divisional administrative personnel.
2.    In consultation with the VP, ensure the performance evaluation, salary setting and other HR processes are managed efficiently.
3.    Participate in meetings of the Central Administration (CAMC) Business Managers.
4.    As the payroll representative, manage payroll processes for the department by following policies and procedures; reporting routine changes.
5.    Process payroll records for all new hire, existing, and terminated employees. Initiate wage and salary changes within SAP and using the salary setting tool. 
6.    Furnish payroll reports and resolve associated discrepancies.
7.    Provides payroll information to OIE staff, answer questions, respond to requests.
8.    Assign duties to two Program Staff Assistants to support payroll and human resources.

Minimum Job Requirements  
Bachelor’s Degree and minimum five years’ experience in an office environment, or an equivalent combination of education and experience.

 

Job Skill Requirements
Working knowledge of accepted office procedures,