ADMIN ASST

Employer
Duke University
Location
Cell Biology
Closing date
Oct 22, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support

Job Details

School of Medicine:

Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary

Provide administrative support to the Chair of the Department of Cell Biology.

· Complex calendar management, preparations of materials for meetings, coordinate travel for seminars for the Chair as well as schedule/coordinate meetings with diverse groups of participants. Maintain liaison with appropriate departmental and school personnel, University Departments and outside sources to obtain and provide pertinent information and to answer inquiries based on knowledge of department policy and activities.

· Plan and schedule work priorities in accordance with departmental goals and objectives and deadlines. Plan and execute the distribution of reports and information as required. Advise Chair on the status of current activities, program requirements and appropriate recommendations for solution to problems.

· Using independent discretion and knowledge of the Cell Biology in planning and/or preparing for meetings, conferences, appointments, conference calls, etc. Help ensure all materials needed for these meetings are complete, organized, and provided to the Chair and all others involved, as appropriate.

· Support the Chair in the timely management of all communications, both written and verbal with a variety of constituents; independently compose correspondence, memos, meeting agendas, and complex reports, including those requiring compilation of data. Communicate with students, faculty and administrative staff, ensuring that priority information is provided to Chair in a timely manner.

· Manage, plan and coordinate visits for faculty recruits, consultants, and speaker guests by arranging travel services, accommodations, and transportation. Control and maintain records of the department. Prepare travel expenditures; submit forms for reimbursement, and independently follow up to ensure all payments, reimbursements, and honorariums, are received.

· Coordinate departmental compliance activities, including training. Monitor and report compliance information to ensure faculty, postdocs, students and staff meet institutional and regulatory requirements. Assist with the development, initiation, maintenance and revisions of procedures and documents related to compliance issues.

Manage APT Activities:

· Responsible for processing all faculty and research appointments, promotions and renewals and evaluations for the department. Advise the department Chair, Departmental APT Committee, and faculty on proper appointment, promotion, credentials, and procedures. Understand and assure departmental compliance with

Duke Faculty Handbook policies and procedures to meet proper operating guidelines for recruitment. Assist with drafting and processing new faculty offer materials, and keep Chair and Business Manager informed of plans, progress and issues.

· Develop and maintain academic affairs hardcopy and e-file systems as well as the scholarly and research files. Assist with maintenance of highly confidential files, including faculty files, that may contain financial, budgetary, and salary information. Help ensure consistency between the electronic and regular files, and have detailed knowledge of what is contained in those files.

· Schedule annual all evaluations for faculty in accordance with School of Medicine and University guidelines. Collect information and maintain departmental copy of completed forms for each faulty. Enter data in dFAC within deadlines.

Student Support:

· Work with the Administrative Coordinator/Training Program Coordinator, serving as backup for the graduate student program activities for Cell Biology, CMB and DSCM training programs. Assist with the entry and management of records. Assist in coordinating graduate student activities and events within the Department. Provide assistance to students when necessary.

Department Support:

· Maintain and/or plan, research, coordinate, and/or facilitate various projects, events, and meetings (such as Scientific Retreat, In-house, Distinguished Speaker series, etc.) related to the missions of the Department. Coordinate all aspects of events including speaker invitations and travel arrangements, catering coordination, invitation creation and distribution, RSVP tracking, announcements and staffing of events.

· Manage department website content in collaboration with Network Support, including maintaining up-to-date information regarding faculty, students and staff. Coordinate [email protected] information and other institutionally program. Collect, assemble and edit and publish monthly newsletters to be distributed to current faculty, staff, student and alumni.

· Manage and/or monitor specific budget activities for the Chair including office, program, and discretionary accounts. Reconcile transactions to the financial report monthly. Coordinate reimbursements, submission of receipts, and tracking of the Chair’s travel expense reimbursements.

· Using independent judgment, complete special projects as assigned. Represent the Department professionally within and external to the university

· Gather, sort, and prioritize incoming mail; alert appropriate individuals to priority items; handle all outgoing mail and/or packages. Assist with or independently handle large mailings.

· Perform other related duties incidental to the work described herein.

Requirements

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

Minimum Qualifications

Education

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

Experience

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

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.

Company

Read our Diversity Profile History

Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University.Duke Campus

As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

Duke maintains a historic affiliation with the United Methodist Church.

Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

Mission Statement

Duke Science"James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth.Duke Meeting

 “By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

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