ASSISTANT TO THE DEAN, PRATT SCHOOL OF ENGINEERING
Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.
Support the Dean of the Pratt School of Engineering and Office of the Dean by performing a variety of complex, confidential, administrative, and project-focused duties.
Assist the Dean in such duties as may be assigned or delegated to provide services designed to meet the needs of the school faculty, students and staff, as well as University senior administration.
Maintain the highest degree of confidentiality and discretion.
Serve on Dean's administrative management team; keep abreast of status of activities relating to programs, initiatives, and faculty, staff, and students in the School; coordinate meetings, discussion topics, and communications for management team activity.
Plan, research and coordinate special projects; compile reports and research and analyze specific operational procedures and problems as deemed necessary.
Collaborate with school and university leaders to ensure appropriate internal and external communication regarding school updates and priorities.
Develop and maintain relationships with administrators in the Office of the President, Office of the Provost, Office of the Executive Vice President, the Colleges and Schools, etc.
Maintain complex calendar required for the Dean; manage appointments using independent judgement, often with senior ranking officials within and outside the University. Determine what background information is necessary for the Dean to prepare for a meeting and suggest additional meeting participants as appropriate.
Ensure the Dean’s calendar includes time to complete tasks prior to a given deadline such as study section reviews or letters.
Manage all travel for the Dean; this includes travel for technical conference, speaking engagements, and meetings with Pratt and Duke development.
Assist in the development of policies and procedures as appropriate.
Supervise and delegate the work of other support staff within the Dean's office.
Manage the Deans office operating and discretionary budgets, including budget development, reconciling monthly financial statements, allocating funds, and making semi-annual projections. Provide financial support to the Dean including processing reimbursements and clearing of corporate card charges.
Oversee incoming correspondence and requests for the Dean’s attention; route problems and correspondence to other staff members as appropriate; prioritize items that need immediate attention; answer urgent phone calls or mail as needed.
Compose letters and statements independently, requiring interpretation and application of University policies, rules and regulations and monitor follow up on all correspondence that requires answers, responses and written replies.
Maintain liaison with all levels of administration, faculty, staff, and students to coordinate and resolve problems and issues relative to academic and administrative matters of an internal and external nature.
Use discretion in handling personnel issues; apprising the Dean of such issues as necessary, and making recommendations for the resolution of personnel and/or administrative conflicts.
Coordinate the Dean’s interactions with their lab and research program; this includes assisting with grants submissions, maintaining the Dean’s CV, scheduling lab and student meetings, and collaborating with grant managers to provide some oversight of sponsored project related budgets.
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.
- A Bachelor’s Degree.
- Superior oral and written communications skills.
- Demonstrated track record of maintaining a high degree of confidentiality.
- Ability to work with interdisciplinary teams.
- Proficiency with software such as Excel, Word, and PowerPoint; familiarity with enterprise applications such as SAP R/3; comfort using and managing calls on video-conference software such as Zoom, WebEx, etc.
- Demonstrated track record of promoting diversity, equity, inclusion, and community in the workplace.
- Strong organizational and project management skills.
Work requires knowledge of communications and administrative practices education. and principles generally acquired through two years post-secondary
Work requires the ability to coordinate the compilation and dissemination of a variety of information, to plan and implement special events, and to supervise office activities, generally acquired through four years of related experience. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Duke 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 essentialjob 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.