|
Duke University Job Description: |
Job Title: ADMINISTRATIVE ASSISTANT TO DIR |
Job Code: 3772 |
FLSA: E |
Job Level: 11 |
Revised Date: 12/01/2007 |
Job Family: JF 28 |
Assist the Director of a major organization performing a variety of administrative duties with wide latitude for exercising discretion and judgment. Duties are related to the Director's role, research portfolio, and outside commitments. An understanding of corporate relations, global geography, culture, and issues is required.
Receive and answer correspondence both in the name of the incumbent and in the name of the Director. Assist the Director in the timely management of all communications, both written and via telephone.
Maintain liaison with all levels of administration and faculty, including the President, Provost, and Chancellor, to coordinate and resolve problems and issues relative to academic and administrative matters of an internal and external nature.
Collect, analyze, and present information and recommendations to the Director. Develop Powerpoint presentations for the Director.
Maintain complex calendar for the Director. Arrange for and schedule appointments, meetings, and speaking engagements for the Director; supervise the preparation of materials for meetings. Coordinate travel arrangements for the Director.
Plan and coordinate visits to the organization by distinguished guests, insuring appropriate officials and administrators are notified of visits; plan and coordinate related events as necessary.
Coordinate recruitment and transition process for new faculty and staff joining the organization: identify appropriate contacts in departments; ensure all aspects of such transitions (appointments, grant transfers, office space, etc.) proceed smoothly.
Manage documents including grants, contracts, research agreements, patents, confidential proprietary materials, confidentiality statements, manuscripts, articles, etc.; maintain confidential files.
Manage the Director's office; supervise and delegate work to clerical staff. Assist in the development of policies and procedures as appropriate.
| Education/Training: | Work requires analytical, communications, and organizational skills normally acquired through completion of a bachelor's degree program. |
| Experience: | Work requires a minimum of two years administrative experience in an academic or research setting. |
| Skills: | Must have excellent written and verbal communications skills. Thorough knowledge of MS Word and Powerpoint is required. Familiarity with Adobe Acrobat is required. Knowledge of Duke systems is preferred. Understanding of global geography, culture, and issues is preferred. |
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.