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Administrative Assistant to the Vice Provost for Interdisciplinary Stu

Job description


diversity employer



Administrative Assistant to the Vice Provost for Interdisciplinary Stu
PAS Adm - Provost Office

This position performs administrative and clerical duties of a complex and confidential nature in support of the Vice Provost for Interdisciplinary Studies (VPIS) and his/her staff (includes five Directors and Managers), especially a wide variety of clerical, budgetary, and administrative tasks that maintain efficiency in organizational operations. The Office of the Vice Provost for Interdisciplinary Studies (OVPIS) provides central leadership for the 11 university-wide interdisciplinary units—a cornerstone of Duke's commitment to inquiry across disciplines—and runs the Bass Connections program, which brings together faculty, graduate students, and undergraduates to tackle complex societal challenges in interdisciplinary research teams. This position is part of a team of administrative support staff in the Provost's Office that work together to pool resources as needed. This position reports directly to the VPIS and has a dotted line report for certain responsibilities as described below to the OVPIS Manager, Special Projects. In all activities, this position holds a responsibility to nurture a university community that is accessible, diverse, and committed to a culture of engagement.

Duties, Responsibilities and Work Performed:
  • Represent the Provost's Office with a high level of professionalism to faculty, students, officers, trustees, and the public.
  • Regularly exercise good judgment concerning appropriate action to respond to requests for information and assistance.
  • Administer complex calendar required for the VPIS and his/her staff as needed.
  • Coordinate appointments, meetings, and travel (both domestic and international).
  • Ensure that the VPIS is where s/he needs to be, on time and prepared with the information s/he needs, and that logistics and other meeting attendees are confirmed.
  • Coordinate the scheduling of regular meeting series, including catch-up meetings such as with UIC leadership teams, Bass Connections leadership teams, and other senior leaders.
  • Take minutes as needed. Coordinate event/program logistics and related messaging for special meetings and events as directed by the VPIS or the OVPIS Mgr, Special Projects, including, but not limited to:

• University-wide committees chaired by the VPIS
• UIC Directors dinners
• Langford Lectureship Luncheon series (three to five per year)
• External visitors reviewing interdisciplinary Institutes (averages one per year)
• Other interdisciplinary events such as receptions, luncheons, conferences, seminars, focus group meetings and other functions for guests, faculty, and senior level administrators as required
  • As requested by the VPIS, support other OVPIS staff around specific events and projects.
  • With direction from the OVPIS Mgr, Special Projects, manage the VPIS discretionary and research account funds.
  • Maintain Excel spreadsheets to track commitments and monitor expenses.
  • Process R/3 (JV) transfers based on annual budget commitments in support of Duke's interdisciplinary efforts.
  • Perform monthly account reconciliation.
  • Manage travel reimbursement/advance and procurement card reconciliation process for assigned individuals, including the VPIS and his/her staff.
  • Process on-line Accounts Payable (AP) requests, prepare monthly general and standard journal entries as needed.
  • Maintain up-to-date knowledge of changes in Duke's Employee Travel & Reimbursement, Procurement and Accounts Payable offices and systems.
  • Maintain a strong working knowledge of all online financial systems.
  • Assist with communication and JV transactions needed to support the timely planning and execution of various interdisciplinary competitive funding competitions.
  • Serve as liaison between the VPIS and UIC administrative staff, program coordinators, various faculty, students, etc., regarding messaging from the VPIS and inquiries to the VPIS related to scheduled meetings, programs, strategic discussions, etc.
  • Answer incoming calls for the OVPIS, screening calls, providing information and serving as a resource person.
  • Sort, screen and prioritize mail, and compose letters and e-mail correspondence as appropriate.
  • Determine which correspondence to respond to or which to bring to the Vice Provost's attention based on content of communication and broad knowledge of departmental programs and activities.
  • Control and maintain files of records, reports and correspondence required for reference and efficient operation of the office; ensure maintenance of up-to-date management and procedural manuals, directives and related records.
  • Maintain and order office supplies and equipment as necessary, including beverage supplies (coffee, soda, water) for the Office of the Provost, following all relevant guidelines for online ordering, procurement card usage, etc.
  • Keep beverage supplies stocked and organized.
  • Perform other related duties incidental to the work described herein.


Minimum Requirements

Education

Work requires a general educational background normally equivalent toa full high school education plus two years post-secondary education ina business-related field.
Experience
Work requires 4 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Departmental preferences:
Bachelor's degree
At least two years of experience in a higher education administrative office strongly preferred.
Strong preference for a candidate who has prior Duke work experience and is familiar with the Duke systems and campus geography.

Required Skills:
Excellent communication skills
Accuracy and attention to detail
Good judgment
Ability to follow instructions, to prioritize and interpret, and to ask questions as needed
Flexibility and strong multi-tasking abilities needed to manage this fast-paced office

Required Technical Skills:
Office Procedures - Correspondence, Minutes, Editing/Proofing Microsoft Windows, Internet browser (Firefox) Microsoft Office - Word, Excel, PowerPoint, Outlook
Accounting/Bookkeeping SAP R/3 and related applications in [email protected] such as AP, ETR, [email protected]

The ideal candidate will have an intellectual curiosity and the ability to assimilate information about interdisciplinary research, teaching and engagement at a leading research university.

Requisition Number
401391872

Location
Durham

Duke Entity
UNIVERSITY

Job Code
1004 ADMINISTRATIVE ASSISTANT

Job Family Level
10

Exempt/Non-Exempt
Exempt

Full Time / Part Time
FULL TIME

Regular / Temporary
Regular

Shift
First/Day

Minimum Qualifications
Duke University is an Affirmative Action/Equal Opportunity Employercommitted to providing employment opportunity without regard to anindividual's age, color, disability, gender, gender expression, genderidentity, 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 robustexchange of ideas—an exchange that is best when the rich diversity ofour perspectives, backgrounds, and experiences flourishes. To achievethis exchange, it is essential that all members of the community feelsecure and welcome, that the contributions of all individuals arerespected, and that all voices are heard. All members of our communityhave a responsibility to uphold these values.
Essential Physical Job Functions:Certain jobs at Duke University and Duke University Health System mayinclude essential job functions that require specific physical and/ormental abilities. Additional information and provision for requests forreasonable accommodation will be provided by each hiring department.

Education

Work requires a general educational background normally equivalent toa full high school education plus two years post-secondary education ina business-related field.

Experience

Work requires 4 years related business or administrative experience tobecome familiar with general personnel practices, accounting andbudgeting principles and coordination of major office activities.OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OREXPERIENCE.

Auto req ID

98415BR

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion, sexual orientation, or veteran status.

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.

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Job No:
Posted: 3/7/2018
Application Due: 4/6/2018
Work Type:
Salary: