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.
Occupational Summary:
Perform responsible administrative, clerical and secretarial duties of a complex and confidential nature in support of the Vice Provost for the Arts to relieve others of varied administrative responsibilities and maintain efficiency in organizational operations.
Duties, Responsibilities and Work Performed:
Represent the Provost’s and Vice Provost’s Offices with the highest level of professionalism when interacting with faculty, students, officers, trustees, and the public. Regularly exercise good judgment concerning appropriate action to respond to requests for information and assistance.
Provide overall administrative support to the Vice Provost for the Arts and his staff (primary support to the Vice Provost, and secondary support to the staff). Serve as liaison between the Vice Provost and all constituents and stakeholders, including but not limited to, various university offices, departments, schools, centers, programs, faculty, students, partners, administrative personnel and all facets of the public.
Administer the complex calendar required for the Vice Provost. Communicate effectively and quickly to coordinate appointments, meetings and determine meeting agendas, and travel (both domestic and international) and logistics for the Vice Provost.
Coordinate arrangements and all details for meetings, seminars, receptions, and conferences for guests, faculty, and senior level administrators. Establish appointments, meetings, and speaking engagements. Attend the weekly staff meetings and take minutes for the Vice Provost to review, and attend other meetings as directed by the Vice Provost to provide information and serve as a resource person when not attending a meeting with him.
Coordinate meetings of assigned university committees, which includes arranging logistics, preparing meeting materials, taking, drafting and submitting minutes of meetings, and maintaining an evolving list of agenda items.
Answer incoming calls, emails and all other forms of communication, and requests for the Vice Provost, screening those calls, providing information as needed, and serving as a resource person. Sort, screen and prioritize mail, and compose letters and e-mail correspondence as appropriate – all in a timely manner. Determine which correspondence requires your responses, and which should be brought to the Vice Provost’s attention, exercising judgement based on the content of the communication and broad knowledge of departmental programs and activities.
Work closely with, and with the guidance of, the VPA Business Manager to manage the financial accounts assigned to the Office of the Vice Provost and to complete account reconciliation of financial accounts. Maintain Excel spreadsheets to track commitments and monitor expenses. Serve as a procurement resource for faculty for procedures for travel, reimbursement and corporate cards. Field questions and provide information regarding best practices, including: Employee Travel and Reimbursement, Accounts Payable, Corporate Card, Buy@Duke, and SAP R/3, etc. Make recommendations on most appropriate transaction type and initiate transactions as appropriate.
Other business duties include collecting, initiating and reconciling corporate card transactions for assigned cardholders within two weeks of transaction; preparing and submitting Accounts Payable check request items in accordance with University guidelines; preparing and submitting Purchase Order Requisitions; processing and uploading to SAP journal voucher entries and adjustments.
Additional office duties include:
Managing travel reimbursement/advance and reconciliation process for assigned individuals, including the Vice Provost and the Vice Provost’s staff. Processing on-line Accounts Payable (AP) requests, preparing monthly general and standard journal entries as needed. Maintaining up-to-date knowledge about changes in Duke’s Employee Travel & Reimbursement, Procurement and Accounts Payable offices and systems. Maintaining a strong working knowledge of all online financial systems.
Control and maintain files of records, reports and correspondence required for reference and efficient operation of the office; insure maintenance of up-to-date management and procedural manuals, directives and related records. Maintain and order office supplies and equipment as necessary.
Perform other related duties incidental to the work described herein.
Education/Experience:
Bachelor’s degree preferred, however work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education OR five years of administrative experience to acquire skills necessary to oversee complex office functions related to office management, communications and budgetary/accounting activities.
Skills:
Writing/Editing/Proofreading
Ability to take and draft minutes
Accounting/Bookkeeping
SAP R/3 and related applications in Duke@Work such as AP, ETR, Buy@Duke
Office Procedures
Correspondence
Microsoft Outlook
Microsoft Office – Word, Excel, PowerPoint
Job Code: 00001004 ADMINISTRATIVE ASSISTANT
Job Level: 10
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 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.