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ASSOC UNIVERSITY SECRETARY
Job Title: ASSOC UNIVERSITY SECRETARY
Job Code: 2494
FLSA: E
Job Level: 18
Revised Date: 12/01/2007
Job Family: JF 28
Occupational Summary
The Associate University Secretary serves as the principal deputy to the Vice President and University Secretary and assists in relations with the Board of Trustees, its committees, and the university community.
Work Performed
Oversee the development of agendas for full board meetings and committee meetings, including the tracking of agenda items and the drafting of agendas for board meetings.
Manage and attend Board meetings and trustee orientation including the collecting of meeting materials, mailings, follow-up letters, and the drafting of minutes.
Draft correspondence and other documents for the University Secretary, Board Chair, and the President.
Oversee and maintain the permanent records of the Board, including records of Board business and minutes of meetings.
Manage communications with the Board and when requested by the University Secretary deal directly with members of the Board as they interact with the University in connection with their trustee responsibilities.
Oversee research projects and preparations of Board documents, including resolutions, remarks, and greetings.
Oversee the Board website and publications.
Work with the Director of Special Events to plan, design, and manage trustee events.
Supervise the daily operations of the office and staff members.
Develop and manage the operating budget.
Provide financial analysis and reporting, and authorizing personnel expenditures for casual and/or temporary employees, service contracts, and equipment purchases.
The Associate University Secretary will also supervise the operations of the Office of the University Marshal and will be expected to; Oversee the planning and implementation of major university events such as Founder's Day and Commencement, and special events as dedications, celebrations, memorial services, and presidential inaugurations.
Required Qualifications at this Level
Education/Training
Bachelors's Degree
Experience
Required are demonstrated managerial talent and excellent organizational and communication skills; sense of service, tact, and attention to detail; strong interpersonal skills and ability to work with diverse populations including trustees, trustee spouses, administrators, staff, faculty and students; and discretion at the highest level. Must be able to work both independently and as part of a team. Five to seven years of administrative experience in a complex office environment involving the facilitation of detailed communications (oral and written) with individuals and organizations.
Skills
Duke knowledge and experience are desirable. Experience with Word, Excel, and database programs, and understanding of website management are desirable.
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.
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.
