ADMINISTRATIVE ASSISTANT, SR

Occupational Summary

Supporting the Vice President for Research & Innovation and the Chief Audit, Risk, and Compliance Officer, the Administrative Assistant, Senior, performs advanced secretarial and administrative duties requiring knowledge of organization policies and practices, demonstrated problem solving, and competencies in complex scheduling and Duke University administrative systems. The Administrative Assistant, Senior, will handle requests in a timely manner, while exercising discretion in handling sensitive information.

This is a primarily an in-person position, with the option to occasionally work remotely when principals are off-site and prior approval is granted.

Work Performed

Office Administration (85%)

• When Vice President for Research & Innovation has scheduled in-person meetings, greet and direct guests arriving to meet with the Vice President (VP). Ensure timely meeting transitions and keep the VP apprised of meeting overlap or potential scheduling conflicts. This position requires balancing and influencing multiple competing priorities and individuals.

• Manage the Vice President's and Chief Audit, Risk, and Compliance Officer calendars and arrange for and schedule complex appointments on their behalf. Contact meeting participants to alert them of scheduling updates. Receive and initiate extensive, regular contacts on behalf of the VP and CARO with leaders and faculty from Duke and peer institutions, sponsors, regulators, elected representatives, philanthropists, and industry representatives. Arrange visitor parking and touchdown space as required. Coordinate meetings, arrangements for seminars, conferences, and travel, as necessary.

• Perform advanced secretarial and administrative duties, including document preparation for Board of Trustees meetings, and serving as the VPRI’s primary liaison for all scheduling and routine tasks (i.e., memo review, signatures, etc.) with executive and senior management personnel.

• Maintain knowledge of technology and Duke systems, such as Concur and SAP; and order and maintain office supplies.

Event Support (15%)

• Assisting with special events and meetings sponsored by or coordinated by the VPRI and the Chief Audit, Compliance and Risk Officer, including making room reservations, managing print materials (e.g., name tags, tent cards, etc.), ensuring AV availability, and confirming parking arrangements.

• In-person attendance for special events and meetings to oversee catering, room set-up, and AV support as appropriate.

• 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.

Required Qualifications at this level

Education/Training

Bachelor's Degree in a related area, or an equivalent combination of relevant education and professional experience and working knowledge of administrative processes business administration environment in higher education, healthcare and/or research-intensive environment.

Experience

Knowledge generally acquired through a minimum of two years of related business or administrative experience to become familiar with general personnel practices and coordination of major office activities.

Software Preference

Adobe Acrobat and Sign; Microsoft Office; and Zoom

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Skills

Demonstrated proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams/SharePoint)

Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military 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 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 essential job 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.