Duke University Job Descriptions

EXEC ASST

Job Title: EXEC ASST
Job Code: 2098
FLSA: E
Job Level: 00
Revised Date:
Job Family: JF 28

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Occupational Summary

Acts as the assistant to officer level executives, performing 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.

Work Performed

Perform advanced, diversified and confidential secretarial and administrative duties by independently preparing meeting agendas, memos, and correspondence; completing a variety of non-routine assignments; coordinating busy and shifting office calendar including scheduling and coordinating meetings and/or conferences, and attending meetings for purpose of recording, preparing and distributing minutes and reports; processing a considerable amount of confidential and sensitive information in support of administrative activities, which may include clinical practice issues; serve as the primary liaison for executive and other senior management personnel.

Manage daily operation of department, division or other organization unit by assisting in developing administrative goals and priorities for departmental long-range strategic planning; communicating, implementing, interpreting and revising policies and procedures as appropriate; facilitating process improvement analysis for work unit; maintain knowledge of technology.

Coordinate all personnel-related matters for the department, division, or other organizational unit by making hiring decisions and salary recommendations for direct reports; monitoring equity among staff by reviewing salaries on a regular basis; coordinating and facilitating performance development annually or as needed; handling other personnel issues, including maintenance of confidential files.

Participate in budget management by assisting in managing an operating budget, assisting in budget preparation and control, and analyzing unit operating procedures; effectively administer, develop and monitor contracts with outside vendors/consultants; analyze data trends and advise executives of significant changes or discrepancies (e.g. budget).

Receive and initiate extensive, regular outside contacts on behalf of the executive with executives and boards of directors of other companies, regulators, elected representatives, charitable boards, and customers.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Required Qualifications at this Level

Education/Training

Bachelor's Degree in a related area, or an equivalent combination of relevant education and professional experience, and working knowledge of administrative processes in healthcare and higher education.

Experience

Knowledge generally acquired through a minimum of five years of executive secretarial experience of increasing variety and/or complexity.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Skills

N/A

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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.

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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.

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Essential Physical Job Functions

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.