ADMINISTRATIVE ASSISTANT, OFFICE OF THE PRESIDENT

Job description

Auto req ID
111639BR
Duke Entity
CENTRAL ADMIN MANAGEMENT CTR
Job Code
1004 ADMINISTRATIVE ASSISTANT
Job Description
OCCUPATIONAL SUMMARY
The administrative assistant applies knowledge and skills to resolve non-routine administrative duties independently or with other team members.  This position performs a variety of administrative duties to ensure smooth and efficient operation of the University President’s Office and in support of the President’s strategic initiatives. The work requires the ability to effectively multi-task, often under circumstances requiring discretion and confidentiality, and outstanding customer service skills. The position reports dually to the Executive Assistant and the Special Assistant to the President.
 
WORK PERFORMED
 

  • Assist with daily operations of the office including telephone coverage and appropriate handling/referral of calls and visitors
  • Coordinate and track all stages and forms of correspondence drafted and edited by other members of the president’s staff.
  • Ensure incoming and outgoing messages are routed appropriately and completed in a timely manner.
  • Provide administrative support to the Executive Assistant and Special Assistant to the President including back-up support for the President’s calendar.
  • Perform certain financial transactions for the office, including corporate card clearing and preparation of travel reimbursements.
  • Maintain correspondence templates and archives.
  • Coordinate the annual processes of presidential committee appointments and the administrative aspects of the Presidential Awards selection process.
  • Support the work of certain presidential committees, both ad hoc and ongoing.
  • Maintain master list of institutional memberships and associated dues
  • Coordinate onboarding of and supervise student assistants in the President’s office.
  • Utilize and maintain electronic correspondence management system; track office correspondence (electronic and hard copy) through all stages including intake, preparation and approval of drafts, preparation of final documents, transmittal, and archiving.
  • Initiate process for preparation of presidential letters for Board of Visitors appointments and coordinate distribution
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  • Assist with making arrangements for distinguished visitors to the university
  • Assist with planning for special projects or events as assigned and coordinate work with other team members
  • Perform other related duties incidental to the work described herein
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    Required Qualifications at this Level
     
    Education/Training
    Work requires a general education background normally equivalent to a full high school education plus two year post-secondary education in a business related field.  Bachelor's degree preferred.
     
    Experience
    Work requires four years of related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.  Experience supporting a senior executive and coordinating complex office correspondence preferred.
     
    OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
     
     
    Skills
    The candidate for this position must have keen attention to detail and organization and be able to express ideas clearly, concisely and in accurate grammatical written and verbal form.  A high level of professionalism and accuracy is a must, as well as an ability to maintain strict confidentiality.  Candidate must possess excellent customer service skills and complete work thoroughly and in a timely fashion. Candidate will exhibit professionalism, collegiality, courtesy and respect for others at all times.
     
    Computer/Technology Skills
    The candidate for this position must have experience with office software including Microsoft Office and Adobe Acrobat (including preparation of composite PDFs) and familiarity and comfort with technology in general. Training on Duke-specific applications such as the Duke Alumni Development Database (DADD), financial applications, and correspondence management system (TBD) will be provided.
    Location
    Durham
    Requisition Number
    401574238
    Position Title
    ADMINISTRATIVE ASSISTANT, OFFICE OF THE PRESIDENT
    Shift
    First/Day
    Job Family Level
    10
    Full Time / Part Time
    FULL TIME
    Regular / Temporary
    Regular
    Department Name
    Pres Office-General Admin
    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.

     

     

     

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    Job No:
    Posted: 4/3/2019
    Application Due: 6/2/2019
    Work Type:
    Salary: