Duke University:

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.

• Advise the department Chair; Departmental Appointments, Promotions, and Tenure Committee; Division Chiefs and faculty on proper appointment, promotion, credentials, and visa procedures.
• Coordinate all faculty recruitment with Chairman and/or Division Chiefs, including conducting national searches.
• Investigate and assure departmental compliance with Duke policies and procedures to meet proper operating guidelines for recruitment.
• Responsible for processing all faculty and research appointments, promotions, and renewals for the department.
• Liaison with faculty, the departmental Administrative Director , H.R. and Business offices, the Office of Faculty and Academic Affairs, and the International Office and assure that all faculty and researchers comply with all requirements of these offices.
• Assess and analyze space requirements due to faculty recruitment; assist in monitoring and maintenance of all Arts and Sciences classrooms to include furniture requirements, accessibility, and condition of rooms; coordinate annual faculty start-up funds for furniture, special projects, renovations and maintenance.

Advise APT committee and candidates on procedure, request information from candidate and letters from evaluators. Prepare search ads and payment for each.Manage restricted site for committee and/or department review.Coordinate faculty search campus visits: airfare, lodging, car service, meetings, reimbursements.Coordinate faculty meetings for discussion and voting of each case per department bylaws.Prepare and submit electronic files to Deans’ Office via Sharepoint, Duke BoxPrepare payroll forms and onboarding materials, submit relocation expenses for reimbursement.

Reserve airfare, lodging, transportation, maps, event registration, prepare itineraries as needed

Arrange schedule of meetings each semester to conflict as little as possible with course schedule, reserve rooms, manage documents for meeting distribution via Duke Box, Physics administrative site, and paper copies, take meeting minutes, coordinate catering if needed, room set-up and take-down

Manage and submit faculty leave and sabbatical requests.Prepare letters for secondary and joint appointment requests and gather signatures across Departments.Solicit faculty evaluations, award nominations, and space needs.Receive annual committee assignments from chair.Obtain Chair’s signatures on important documents (grant forms, graduate student forms, award letters, employment verifications, etc.).Assist with annual staff evaluation submission to Allen Building.Annually update American Institute of Physics website for Duke Physics.Manage chair’s daily calendar (including meetings with provosts, deans, and annual budget meeting) and incoming/outgoing mail

Assistant to the Administrative Director Operations

Operational Support

• Controls the front business office to ensure operations is maintained and functional
• Supervise the day-to-day office activities and assist staff/faculty/students/visitors to the Department.
• Champion the onboarding process for all faculty and staff ensure guidance and compliance is met
• Collaborate and coordinate student service programs with student coordinators to ensure onboarding
• Manage various departmental listservs and personnel databases to update printed directory
• Process incoming and outgoing Fed Ex, UPS, DHL shipments and USPS mail
• Collaborate with central office, export controls and facilities to advise on
• Develop efficient business processes; create and maintain departmental SOP’s and manuals
• Compile and prepare reports, adhoc for strategic planning and operations
• Maintain departments mailboxes, door name plates, photo board for personnel
• Maintain Physics department personnel photo board.
• Mange departmental copiers. This entails educating staff on use of Authorization Codes, supplying paper and toner, sorting a variety of facsimiles.
• Liaison with service representatives as necessary and negotiate pricing and service agreements
• Investigate methods for cost savings and office supply inventory, ordering office supplies as needed, maintain purchase orders

Financial Support

• Coordinate and participate in a variety of complex accounting tasks involved in maintaining financial records and processing related data such as invoices and vouchers; maintains files on operational fund codes and principal investigator financial transactions.
• Compile financial statements and reports for grand expenditure records; reconcile accounts with SAP statements; maintain records with faculty and principal investigators regarding MOU’s, endowments funds, relocations funds and the status of restricted categories such as supplies, personnel and equipment.

• Prepare travel, visitor, and miscellaneous reimbursements and AP check requests
• Assists as needed with Departmental purchasing thru Buy@Duke, CONCUR, clearing purchases

Intake for check/deposits; Make deliveries to University Bursar’s Office, Office of Alumni & Development

Serve as Administrative Director back-up support

• Assist Administrative Director in other projects as needed
• Cultivate a workforce culture for Chair, faculty, staff, students, visitors and guests
Assist in the development of policies and procedures as appropriate
• Preparing reports and forms through various databases and software, Qualtrics Survey, WordPress, Powerpoint, Access, Dashboard, etc.
• Serve on working group teams, committees
• Perform other related duties incidental to the work described herein.

Supervise Clerical Staff Support

• Responsible for the supervision of temporary clerical staff and student support, as needed
• Ensure Student Worker follows Duke’s guidelines for work study; coordinate with DUSA
• Ensuring all aspects of responsibilities, special projects and deliverables are met

Maintain Physics Administrative Website, edit and update business process and informationServe as a liaison to A&S Communications; OIT IT listservs, Scholar at Duke appointeeMaintain historical departmental archives

Provide photography with any necessary editing to accompany stories

Department Facilities & Space Management

• Manage the inquiries for space requests
• Maintain space database and enter data into WebCentral to meet annual and quarterly space download metrics
• Manage the inquiries for facilities request; ensure follow-thru and advise Administrative Manager critical areas

• Oversee the Physics database for room and lab assignees, providing keys to new employees, students, and visiting scholars.
• Maintain record for Physics members departing and forward reminders to key holder and supervisor.
• Responsible for ordering keys from key shop, pick up, and enter database.
• Serve as Departmental Door Coordinator
• Maintain record and provide access upon appropriate approved inquiries and position onboarding

• Assist with event planning activities, holiday party, annual picnic and other departmental activities
• Department Colloquium Events Coordinator; plan monthly colloquium series
Advertise via department website, Duke Events Calendar, email, Facebook, flyers, Duke FlyerAssist in preparations of speaker travel arrangements and reimbursementsCoordinate catering, event set-up and take-down, AV needsManage and adhere to event budgetCoordinate Fritz London Memorial Lecture bi-annually

• Schedules rooms for meetings, events, seminars. Using iCal to schedule the rooms we own and using 25Live and student services for the rooms external to Physics owned.
Arrange schedule of meetings each semester to conflict as little as possible with course schedule, reserve rooms,
• Manage calendars for 4 meetings spaces: chair’s conference room, faculty lounge, HEP conference room, room 090
Manage documents for meeting distribution via Duke Box, Physics administrative site, and paper copies, take meeting minutes, coordinate catering if needed, room set-up and take-downAssist with and coordinate departmental calendar events, liaise with Facilities office and Housekeeping.
• Attend meetings to take minutes, provide information, and serve as resource person.

Submit requests for sponsorship of affiliate emails and net idMaintain current list and expire accounts

Serve as Visa representative to liaise with Duke Visa ServicesConsult with Administrative Director to advise on visa appointments and renewalsCollaborate with HR & Payroll Representative; serve as backup to HR & Payroll representativeCoordinate with faculty sponsor and payroll clerk to prepare and distribute appointment letters with Chair’s signatureComplete visa and visa renewal requestsCoordinate completion of web forms individually and correspond with each international to complete his/her form, check for accuracy, organize supporting documents, submit check requests for fees to Accounts Payable, submit all requirements to Duke Visa ServicesAssist international visitors, students with onboarding process, travel and reimbursementsMonitor process until internationals arrive
• Monitor and track our Foreign National Clearance Expiration Notices for individuals ending employment, and ensures timely action required for continued employment.
Maintain End of Date Notifications; correspond to Foreign Nationals, Sponsor, DVS and representatives; coordinate action items with HR/Payroll representatives and central office.

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 OTHEREQUIVALENT 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.