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ADMIN ASSOC TO VP, DUKE MED DEVELOPMENT

Job Title: ADMIN ASSOC TO VP, DUKE MED DEVELOPMENT
Job Code: 2751
FLSA: E
Job Level: 13
Revised Date: 05/01/2012
Job Family: JF 28

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Occupational Summary

This position will provide administrative management and coordination for the functions reporting to the Vice President for Duke Medicine Development and Alumni Affairs; research, analyze and prepare reports and summaries of progress in those functions; plan and conduct meetings and attend strategy, planning and implementation meetings in place of the Vice President as required. This position will report directly to the Vice President, and form working ties with leadership in Development & Alumni Affairs. This position will also be expected to consult and work with development, volunteers, faculty, and academic leadership at Duke Medicine as well as colleagues and leaders across Duke University.

Work Performed

Work with Vice President's direct reports in order to enhance coordination and follow through of work and priorities for the office. Attend Direct Reports meetings and develop follow through plans; attend Executive Team meetings as requested.

Keep abreast of the status of activities in these functions; maintain contact with directors of the functions involved, development officers, research department and others to gather information to support the projects and information needs of the Vice President.

Maintain contact with the Chancellor's, Deans' and other leaders' offices on projects that require the involvement , approval of or assignment by the Vice President.

Research, analyze and prepare reports and summaries of the status of and progress in activities in the functions described.

Work with Associate Vice President and Assistant Vice President to aid in centralization and promotion of services and best practices.

Work with the administrative support to the Vice President to help ensure accuracy, coordination, and prioritization of the calendar.

Coordinate implementation of decisions made by the Vice President with various offices and departments; discuss and resolve sensitive issues; inform Vice President of significant problems.

In collaboration with the staff members in Vice President's office, ensure planning for key meetings to include: Track, monitor and follow the progress of projects, action items, and strategies. Prepare agendas and identify meeting participants. Collect, prepare, and distribute appropriate briefing materials. Ensure that appropriate follow-up actions are taken. Initiate subsequent follow-up meetings and communication for key stakeholders as directed.

Take responsibility for successful completion of special projects as assigned by the Vice President, Associate Vice President and, Assistant Vice President, and, upon consultation and approval, with direct reports to the Vice President (Executive Director, School of Medicine, Associate Dean, School of Nursing Development, Executive Director, Duke Cancer Institute Development, Executive Director, Children's Development, and Executive Director, Leadership Giving).

Ensure information flow to and from the Vice President's Office, via all types of communication (correspondence, e-mails, telephone, face to face, etc.).

Manage daily operations of the office of the Vice President; supervise and make appropriate personnel recommendations.

Perform other related duties incidental to the work described herein.

It is expected that all above responsibilities will be completed in complete cooperation with various colleagues throughout Duke Medicine Development.

Required Qualifications at this Level

Education/Training

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

Experience

Minimum of 5 years of management experience required, preferably in a highly complex, matrixed organization such as an academic medical center, medical school teaching hospital or research university.

Skills


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.