Duke University Job Descriptions

ASSIST TO VICE PROV & DEAN, GRAD SCHL

Job Title: ASSIST TO VICE PROV & DEAN, GRAD SCHL
Job Code: 2223
FLSA: E
Job Level: 11
Revised Date: 12/01/2007
Job Family: JF 28

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Occupational Summary

Assist the Vice Provost and Dean, Graduate School in analyzing, evaluating, administering and implementing graduate studies, programs and activities at Duke, balancing immediate operational needs with long term strategies. The Assistant must have a demonstrated ability to: discretely communicate highly confidential information and act as a liaison between the Dean and other constituencies, both internal and external; effectively collaborate and build strong and sustainable relationships with colleagues.

Work Performed

Act on the authority of the Vice Provost and Dean, Graduate School in such duties as may be assigned or delegated to provide services and oversee strategic projects designed to meet the needs of faculty, students and staff, as well as University senior administration and external constituents.

Act as an adviser to the dean and as a sounding board for ideas.

Act as a conduit for communication between the Dean and those who report directly to the Dean.

Ensure that projects and policies get completed in a timely manner.

Direct and coordinate space renovation and configuration, including furnishings and designs, for the needs of an expanding and changing staff.

Work with Facilities and outside contractors to up fit space while maintaining the Dean's budget priorities.

Explore and develop ideas for the Graduate School to reach different populations of graduate students.

Manage the Graduate School Distinguished Alumni Award.

Develop and write criteria for this award, handle nominations, and work with the selection committee.

Communicate with Duke constituents about this award.

Handle all arrangements for the recipient each year to receive the award at the Hooding Ceremony.

Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions in the name of the Vice Provost and Dean in accordance with departmental precedents and policies.

Plan, research and coordinate special projects; compile reports and research and analyze specific operational procedures and problems as deemed necessary; prepare presentation materials for the Dean for university events, university committees, the Graduate School Board of Visitors and national organizations focused on graduate education, and maintain systems for communicating information on behalf of the Dean.

Oversee incoming correspondence and requests for the Dean's attention; route problems and correspondence to other staff members as appropriate; prioritize items that need immediate attention; answer Dean's email and urgent phone calls or mail as needed.

Compose letters and statements independently, requiring interpretation and application of University policies, rules and regulations and monitor follow up on all correspondence that requires answers, responses and written replies.

Maintain complex calendar required for the Dean; manage appointments using independent judgment, often with senior ranking officials within and outside of the University.

Keep Dean apprised of and track details of President's Office events and university committees.

Organize the Dean's travel and submit expense reports to Provost's Office.

Manage, plan, and coordinate visits to Duke University of distinguished guests invited by the Dean, ensuring appropriate officials and administrators are notified of visits; help plan and coordinate the preparation of such events as necessary.

Schedule and coordinate internal and external reviews of departments and programs.

Act as liaison with all levels of administration and faculty to coordinate and resolve problems and issues relative to academic and administrative matters of an internal and external nature, including working with University Development in support of the Graduate School Board of Visitors.

Manage the application process for extra university fellowships on an ad hoc basis, such as the Liebmann Fellowship and the CGS Dissertation Fellowship; develop policies and procedures for managing the application process as needed.

Use discretion in handling personnel issues; apprise the Dean of such issues as necessary, and make recommendations for the resolution of personnel and/or administrative conflicts; maintain a high standard of confidentiality and discretion.

Organize employee appreciation events.

Work behind the scenes with staff to solve problems, mediate disputes, and resolve issues as appropriate without involving the Dean.

Serve on Deans administrative management team; keep abreast of status of activities relating to programs, initiatives, and faculty in the School; coordinate meetings, agenda, and communication for management team activity.

Handle applications for The Graduate School Administrative Internships for Advanced Graduate Students.

Participate in the interview and selection process, and make recommendations to the Dean for recipients.

Delegate work to and supervise graduate student researchers along with other support staff within the Deans office and the School.

Interview potential candidates and provide feedback on which candidates are most promising.

Compile and rank research topics in order of importance.

Assign topics to research assistants and guide focus of research.

Perform other duties to the work described herein.

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 all 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.

Required Qualifications at this Level

Education/Training

Work requires analytical, organizational and communications skills generally acquired through completion of a bachelor's degree program.

Experience

Work requires one year of administrative or research experience to acquire skills in administrative or project research responsibilities as well as accepted office management, communications and research practices.

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.