Dean's Office Administrative Assistant

Duke School of Nursing

 

• School of Nursing Established in 1931, Duke University School of Nursing is among the top-ranked nursing schools. The school is proud of its overarching commitment to educating the next generation of nurse leaders and advancing the role of 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, Duke Health Integrated Practices, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations
• Duke University Health System was awarded the American Board of Nursing Specialties Award for Nursing Certification Advocacy for being strong advocates of specialty nursing certification.
• Duke University Health System has 6000 + registered nurses
• Quality of Life: Living in the Triangle!
• Relocation Assistance!

 

 

This position is 100% on site at the School of Nursing, M-F, 8-5pm. 

 

OCCUPATIONAL SUMMARY

 

Apply knowledge and skills to handle routine and non-routine administrative matters of varying complexity. With minimal supervision, latitude for discretion and independent judgment, provide a high level of administrative support to the Interim Dean for School of Nursing. This position will also have some early arrivals before 8am to assist with Dean’s breakfast meetings & late departures after 5pm to assist with Dean’s receptions & dinners.

 

SUPERVISOR

 

This position reports to the Chief of Staff, Dean’s Office.

 

ESSENTIAL DUTIES

 

Day to Day Dean’s Office Operations:

 

• Act as receptionist and greeter for the Dean’s Suite; triage incoming calls appropriately.
• Independently manage “day to day” office and conference room; including stocking refreshments in the Dean’s conference room, ordering office supplies, managing flowers, and cards, mail pick-up and delivery, monitoring of office telephone messages. Maintaining kitchen, loading of the dishwasher.
• Arrange and order all breakfast and lunches for the Dean & guest; have food delivered in a timely manner.
• Using independent discretion and knowledge of School, assist with the planning and/or preparation for meetings, conferences, appointments, conference calls, etc.
• Liaison with School of Nursing, Provost Office, University and Duke Health offices for purposes of coordination of meetings with the Dean’s Office.
• Gather, sort, and prioritize incoming mail, and forward as directed by the Dean. Process all outgoing regular mail and federal express packages on 4th floor. Check mail on a weekly basis for the Office of the Dean.
• Assist the Executive Assistant to print all donor letters for the Dean to review before he signs off; put on letterhead with his signature and send to appropriate departments.  Scan all letters the Dean signs and put into the Duke Box.
• Using independent judgment, complete special administrative tasks and projects of varying complexity as assigned by the Dean and Chief of Staff.
• Serve as back up to the Dean’s Office Executive Assistant.

 

Back Up to Executive Assistant for Dean’s Travel:

 

• Back up to assist Executive Assistant in booking the Dean’s travel (conferences, air transportation, ground transportation, hotel, etc.)
• Assist the Executive Assistant in coordinating and confirming his travel for (conference fees paid in advance for conferences / hotel / air / transportation) and external guest for his in-off