STAFF ASST

Occupational Summary

 

Situated in the Office of the Vice President, the Administrative Assistant will report to the Associate Vice President for Strategy & Communications/Chief of Staff and work closely with the Vice President’s Executive Assistant to perform complex administrative tasks in support of the mission of Duke Community Affairs (DCA). The Administrative Assistant will support DCA, including the Vice President’s office, in matters related to operating and financial procedures and programs. In support of DCA, and specifically the strategy and communications team, the Administrative Assistant will focus on multiple strategic initiatives, apply knowledge and skills to resolve non-routine administrative problems of a complex and confidential nature, manage calendars, and coordinate events organized by the Vice President and the Associate Vice President for Strategy & Communications/Chief of Staff. The Administrative Assistant will also perform administrative duties in support of advisory and other ad hoc committees and workgroups convened to support strategic planning, monitor progress on key initiatives, and manage DCA’s communications portfolio.

 

Regular office hours are 8:30 am – 5:00 pm, Monday through Friday, with the option of occasional remote work, which can be exercised after discussion with the hiring manager and upon completion of the probationary period.

 

Essential Duties

 

Administration and Operations: 20%

 

• Manage the day-to-day workflow of the Strategy & Communications team and provide material and administrative support for team members working on key projects and initiatives, such as strategic communications, planning, and DEI efforts.
• Support the establishment and ongoing work of major teams and committees, such as the Strategic Community Impact Planning teams, including scheduling meetings, helping to define agendas, assigning action items, and monitoring progress toward pre-defined goals/milestones.
• Control and maintain records of departmental contracts and budgets; identify and manage vendors and review their qualifications.
• Serve as the primary contact for the Strategy & Communications Team and triage issues on behalf of the Associate Vice President for Strategy & Communications/Chief of Staff.
• Interpret and communicate policies and procedures to other parties based on knowledge of unit and divisional guidelines.
• In partnership with the Executive Assistant to the Vice President, maintain processes that enhance office efficiency by streamlining operations, supporting productivity, and ensuring that the office runs smoothly. Coordinate efforts with other administrative support team members for tasks such as front desk coverage, ordering office supplies, and other activities to advance office operations. Collaborate with the appropriate departments at DCA and Duke on onboarding new staff assistants.

 

Budget and Financial Management: 10%

 

• Maintain and track detailed financial records, along with budget planning and development for various initiatives, as well as records for community donations and sponsorships.
• Prepare unit budgetary recommendations for approval, considering past requirements, expenditures, and current plans.
• Collaborate with Financial Analyst/ORA colleagues to research budget variances and follow up to resolve issues on a monthly basis.
• Inform appropriate staff members of the financial status of various projects or in matters of significant financial impact.
• Manage potential vendors for office and breakroom supplies, as well as meetings and special events.
• Periodically inventory materials to support programmatic meetings and events; manage supply needs, such as breakroom supplies, printing supplies, etc.
• Process travel arrangements, meetings, and visits for Strategy & Communications team members. This includes making reservations, registering, and preparing reimbursements and reports.
• Reconcile and clear procurement card expenses routinely.
• Create, document, and manage the clearance of travel expenses in SAP.
• Reconcile Strategy & Communications accounts monthly.
• Utilize SAP to run necessary reports.
• Proactively manage all aspects of vendor relationships, including setting up accounts, monitoring spending, and planning supply needs for DCA office.

 

Communication and Correspondence: 20%

 

• Prioritize and resolve inquiries (phone, email, in-person).
• Regularly monitor and ensure that DCA website information is up to date, including updating new team member information.
• Provide high-level customer service to all internal and external constituents.
• Act as a lia