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General administrative support for issues that do not necessarily require the attention of the chair.  Examples include: Department event support, including events related to the Graduate Program, Faculty events, Staff events, and other departmental social events.  Sorting mail; assisting with FedEx shipments; ordering supplies.  Coordinating room reservations and assist with scheduling activities that require use of the seminar rooms.  Assisting with organizing and supporting the seminar and colloquia series.  Provide limited (non-grant related) admin support for faculty who do not have dedicated admin support. Duties could include making travel arrangements, for example.  Initial faculty administrative support will be limited to handling travel arrangements for faculty on assignments from the Chair (ex, faculty attending conferences to recruit, etc).  If bandwidth allows and after the initial learning curve, these duties may be expanded.

Work Performed:

  • FedEx – handle all fedex shipments and interaction with students and OESO during the clearing process for shipments.
  • Event planning and execution – faculty events, staff events, departmental social events (ex. Chemistry Holiday Party, Spring Fling (assist GCC)), graduation (fill in as backup for the DUSA or DGSA) and administrative support for faculty hosted conferences.
  • Seminar planning and execution – plan, coordinate, set-up and clean up for named lecture seminars (examples are the Hill Lecture, Edinburgh Lecture, London Lecture, etc.) and faculty colloquia.  Place snack orders, set-up and clean-up for departmental seminars.
  • Departmental office supplies – manage supplies to include monitoring and ordering; manage faculty allocations to include calculating supply budget for each lab and placing orders/clearing/etc.
  • Departmental mail – handle mail deliveries for the department to include sorting into individual mailboxes and dealing with mail delivered erroneously; receive packages from USPS, FedEx, UPS, etc and contact recipient for pick-up.
  • Departmental errands such as P-Card pickups, VISA Services document delivery, A/P Check pickups, etc.
  • Assist as requested with new faculty transition.  May include, but not limited to, assisting with new lab orders and processing at the time of startup.  These duties will not continue beyond startup of a new lab.
  • Assist with students or faculty as they enter the main departmental area.  Act as a liaison between the faculty and the Chair’s office.
  • Perform routine tasks such as check requests, procurement card transactions, travel reimbursement, and other items as requested.  Provide limited assistance to grant managers for problem invoice resolution (volume to be manage by the Administrative Manager).
  • Provide administrative assistance as needed and under the supervision of the DGSA for the Graduate Program.  Work with the DGSA to provide administrative support during program overload periods such as (but not limited to) orientation, recruitment, prelim scheduling and prop exam scheduling. 
  • Reservation – serve as the point person for managing reservation requests/approvals for all conference rooms, atrium, etc.  The only rooms excluded are those associated with the UG teaching labs as they will continue to be managed by the DUSA.
  • Shared Resources – possible duties to include administrative support for Shared Instrument Facility particularly if/when CoreResearch is implemented.
  • Perform other duties as assigned by the Administrative Manager or Chair.
    Departmental preferences: 
    Education:  Bachelor’s degree preferred. Associate degree with 2 years’ experience accepted.
    Skills:  Proficient with Duke systems such as SAP R3, [email protected] (travel processing, procurement card processing, etc) preferred.  Proficient with Microsoft Office Suite of programs required.

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    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 onthe robust exchange of ideas—an exchange that is best when the richdiversity of our perspectives, backgrounds, and experiences flourishes.To achieve this exchange, it is essential that all members of thecommunity feel secure and welcome, that the contributions of allindividuals are respected, and that all voices are heard. All members ofour community have a responsibility to uphold these values.


    Essential Physical Job Functions: Certain jobs at Duke University andDuke University Health System may include essential job functions thatrequire specific physical and/or mental abilities. Additionalinformation and provision for requests for reasonable accommodation willbe provided by each hiring department.



    Work requires a broad knowledge of clerical and accounting principlesand practices normally acquired through two years of post-secondaryeducation in secretarial science or a related business field.


    Work generally requires four years of related secretarial/clericalexperience to acquire skills necessary to administer complex officefunctions related to office management, communications, andbudgetary/accounting activities.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE




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    Job No:
    Posted: 6/13/2019
    Application Due: 8/12/2019
    Work Type: