HEAD OF ADMINISTRATION, DUMAC
The Head of Administration is responsible for providing administrative and operational oversight to support the Chief Operating Officer (COO) and his direct reports. This role is responsible for the overall administrative management and coordination of a variety of business-related functions such as personnel management, space and facilities planning, office administration, and maintenance.
Work PerformedHuman Resources and Staffing
- Serve as organizational contact for all HR related matters such as hiring, termination, FMLA, LOA, payroll, timecard approval, etc. Continuously work with Duke University to manage all hiring steps for permanent and internship roles such as job postings, offer letters, I-9 verifications, and new hire orientationPerform all visa related inquiries and submissions for foreign nationals Maintain on-going connections with talent sourcing groups to identify and help recruit talent in an effort to promote diversity and inclusion.Develop initiatives to support, guide, and enhance the experience of underrepresented and/or disadvantaged staff within the company.Research and identify current and emerging issues, trends and opportunities related to diversity and inclusion, and develop programs and processes to promote diversity and inclusion.
- Manage, supervise and coordinate the work of designated employees reviewing completed work for adherence to instructions and for correctness.
- Maintain interface with departmental personnel to coordinate operational activities to ensure adequate staffing, space and facilities, coordinate purchasing, maintenance and renovation activities for the department. Ensure all invoices are collected, reconciled and paid on a timely basis and accurately.
- Assist and advise department or division head and staff members on administrative problems. Compile reports and analyses setting forth progress, adverse trends and appropriate recommendations or conclusions.
- Represent department head in meetings and conferences and other affairs of an administrative nature. Prepare reports and analyses to include financial reports, setting forth progress, adverse trends and appropriate recommendations or conclusions.
- Serve as departmental liaison with administrative and professional personnel concerning University policies and procedures and personnel administration.
- Recommend various personnel actions including, but not limited to, hiring, performance appraisals, promotions, transfers and vacation schedules.
- Work with COO and his Direct Reports to enhance coordination and follow through of work and priorities for the office. Attend Direct Reports meetings and develop follow through plans; attend other meetings as requested.
- Coordinate implementation of decisions made by the COO with various offices and department teams; discuss and resolve sensitive issues; inform COO of significant problems.
- Arrange for and schedule appointments for the COO, including interviewing callers and making proper referrals; supervise the preparation of materials for meetings.
- Support and assist COO, with all scheduling, travel, expenses, board related activities, and day-to-day office needs in a proactive manner.
- Coordinate all board related materials for Board of Directors and Audit Committee
- Study reports received; check and compare with previous reports and other data and bring to the attention of the COO, significant items, changes, errors or omissions.
- Supervise the maintenance of office files keeping correspondence and reports available for reference and ensuring efficient operation of the office.
- Maintain confidential documents and employee files with high sensitivity.
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.
- Good organizational skills, time management, and communication skills.
- Ability to analyze incoming reports, and emails to determine the proper distribution of the information
- Ability to exercise flexibility, initiative, good judgement, and discretion.
Work requires a general business background generally equivalent to a bachelor degree programs.
Work requires 4 years related business or administrative experience to functions. acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative A master's degree in a business related field may be substituted for 2 years 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.
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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.