Staff Assistant - Vice Provost of Research

7 days left

Employer
Duke University
Location
Durham, North Carolina
Posted
Apr 12, 2021
Closes
Apr 21, 2021
Ref
90572b9da6c1
Sector
Law
Organization Type
Corporate
*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. *Level 9* *Occupational Summary*Perform administrative and secretarial duties of a complex and confidential nature in support of activities/programs in the Offices of the Associate Vice Provost for Research to relieve supervisors of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations. *Work Performed * *Administrative support (80%)** Schedule and coordinate arrangements for seminars and conferences, and establish appointments, meetings, and speaking engagements for the Associate Vice President's for Research, the Assistant Vice Provost for Award Management, and the Director of Campus Research Development and their staff, as necessary.* Manage procurement card clearing and supply orders for supported units.* Organize and maintain divisional or departmental files of records, reports, and correspondence required for reference and efficient operation of the units; maintain up-to-date management and procedural manuals, directives, and related records.* Take and transcribe dictation and meeting minutes; type letters, reports, and records, ensuring grammatical accuracy, conformance with general policy, and factual correctness.* Assist in the preparation of complex and diversified departmental or divisional budgets making recommendations and projections based on knowledge of program activities and departmental operations.* Screen and route paper mail and documents; determine which to respond to or which to bring to supervisor's attention based on the content of communication and broad knowledge of departmental programs and activities.* Assist in preparing complex reports and proposals requiring the identification of sources, compilation, analysis, and evaluation of data.* Assist with small administrative projects (e.g., survey collection, database tracking, etc.)* Perform other related duties incidental to the work described herein. *Event/program coordination (20%)** Develop and implement plans for a wide variety of workshops and events, including room reservation and catering, setup, and take down.* Develop, maintain and implement an annual calendar and schedule for program activities to include workshops, symposia, orientations, and special events.* Assist in the conceptualizing and writing newsletters, web-based content promotional materials, publications, press releases, ads, and fliers. Develop plans and schedules for release of publicity materials.* Create compelling and accurate email announcements of programming inside and outside of Duke University.* Disseminate information regarding training workshops, award events, seminars, and research administration and development throughout the year.* Administer assessment surveys for all program activities.* Monitor project expenses, timely submission of procurement cards receipts and reports, check requests, and reimbursement requests.* Maintain liaison with other programs, offices, and departments at Duke to coordinate program business and to accomplish program objectives; interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.* 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:Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.Experience:Work generally requires three years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities. OR and equivalent combination of education and relevant experience. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCESkills:* Excellent communication skills * Ability to work with diverse groups of people * Positive, motivated, and enthusiastic customer service-oriented attitude The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description. Duke University 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. 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.

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