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SPECIAL ASSIST TO DEAN, SON

Job Title: SPECIAL ASSIST TO DEAN, SON
Job Code: 3779
FLSA: E
Job Level: 16
Revised Date: 12/05/2012
Job Family: JF 28

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Occupational Summary

This position works closely with the Dean of the School of Nursing and is responsible for assisting with administrative duties and special projects.

Work Performed

The Special Assistant is the key member of the Deans Office responsible for central coordination of all activities of the Dean, including but not limited to: Anticipate the needs of the Dean. Review correspondence and draft responses for the Dean as appropriate, or forward to the appropriate person for response and/or reply.

Conduct research, prepare speeches, presentation and talking points for the Dean on an array of topics and for a breadth of constituents

Liaison with Duke Medicine and University leadership. Assist in relationship building with various Board members (DU Trustees, DUHS Board of Trustees, Development Boards, Advisory Boards, etc.)

Act as the Dean's representative and ambassador to external constituents as directed by the Dean. Facilitate communication and work closely with the leadership and executive management team of the School of Medicine (SoM), School of Nursing (SoN) and Duke University Health System (DUHS) in a timely and efficient manner.

Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed

In collaboration with the Dean's Executive Assistant, ensure planning for key meetings to include: Track, monitor and follow the progress of projects, action items, strategies that emanate from the executive committee, administrative leadership group, etc. Develop memos, communiques, and correspondence. 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.

Work with the Executive Assistant to the Dean to help ensure accuracy, coordination, and prioritization of the calendar.

Ensure information flow to and from the Deans Office, via all types of venues (forums, correspondence, speeches, conferences, retreats, etc.).

Perform other related duties incidental to the work described herein. 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

Bachelors degree required; Masters in Public Health, Business Administration, Health Administration preferred. A working knowledge of the academic setting is essential.

Experience

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

Skills

Exceptional interpersonal skills. Ability to interact and influence at the senior levels of an organization and to work collaboratively across functions, levels and departments toward shared objectives. Excellent writing and communication skills. Ability to research a diverse array of health related topics and distill the key messages in preparation for presentations. Ability to work cooperatively and strategically in a team environment with all levels of professional, technical and administrative staff and to integrate resources on a timely and organized basis. Sound management skills, ability to think strategically while balancing several complex agendas. Established skills in planning and managing multiple, diverse and complex projects.


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.