Administrative Assistant to the Executive Director
Requisition Number 401353258
Duke Entity UNIVERSITY
Regular / Temporary Regular
Job Code 1004 Admin. Asst.to Executive Director
Job Family Level 10
Full Time / Part Time FULL TIME
Duke Talent Identification Program is seeking an Administrative Assistant reporting to the Executive Director. The Administrative Assistant for the Executive Director of the Duke Talent Identification Program (TIP) will perform a variety of administrative duties with wide latitude for exercising discretion and judgment. Duties are related to the Executive Director's role, fundraising, strategic planning, and outside commitments. An understanding of nonprofit management, fundraising and development, and educational issues is required.
This role will focus on supporting the executive director and will engage with and provide support to TIP’s leadership and development/alumni engagement teams, when needed.
If you are interested in applying, please submit an electronic application with a cover letter and resume to the Duke HR Careers page at https://hr.duke.edu/careers/apply for requisition # 401353258 prior to the close of the position on December 17, 2017.
This position will handle administrative duties, which include but are not limited to:
Project Management, Development and Events (50%):
- Coordinate the strategic planning process for Duke TIP, including providing advice and guidance on the logistics of the strategic planning process during weekly project management meetings and planning site visits, and meetings related to strategic planning.
- Plan and coordinate visits for key stakeholders (including funders, alumni, and advisory board members), insuring appropriate officials and administrators are notified of visits; plan and coordinate related events as necessary.
- Coordinate the Executive Director’s travel, trip preparation, and travel arrangements, including making travel arrangements and preparing the travel materials. Also assist with travel arrangements for the development team when needed.
- Coordinate recruitment and transition process for new directors and staff members reporting to the executive director: identify appropriate contacts in departments; ensure all aspects of such transitions (onboarding, office space, training, etc.) proceed smoothly.
- Coordinate the planning and implementation of events for the executive director, as well as development and alumni engagement, cultivation, solicitation and/or stewardship purposes. Compile and maintain lists for events or meetings.
- Assist the Executive Director with building relationships with key members of the Duke, TIP, education, and local communities, including alumni, parents, former staff members, and advisory board members.
- Coordinate database and list management, entering documentation (moves, reports, and solicitations) into the DADD donor database, drafting and managing correspondence for the Executive Director.
- Create distribution and contact lists for use by the Executive Director and for alumni outreach, fundraising, strategic planning and other uses.
- Attend weekend and evening events, as needed.
Communications, Correspondence, and Administrative Support (40%):
- Maintain complex calendar for the Executive Director. Arrange for and schedule appointments, meetings, and speaking engagements for the Executive Director. Provide necessary documents for Executive Directors' use in meetings. Attend meetings as requested to take minutes.
- Receive and answer correspondence in the name of the Executive Director, when needed. Assist the Executive Director in the timely management of all communications, both written and via telephone.
- Manage and maintain varied office files of records, reports and correspondence required for reference and efficient operation of office, including grants, contracts, and confidential materials and statements. Create improved record keeping and methods of automating the system.
- Maintain liaison with all levels of Duke administration and faculty, including the Vice Provost of Undergraduate Education, Vice Presidents, and Deans and to coordinate and resolve problems and issues of an internal and external nature.
- Collect, analyze, and present information and recommendations to the Executive Director. Create correspondence, PowerPoint presentations, and other written materials for the Executive Director.
- Coordinate the holiday, thank you, and other cards sent under the Executive Director’s name.
- Attend meetings with and in lieu of the Executive Director. Using high discretion to take essential notes and share internal and externally, when needed.
Budget and Finance (10%):
- Manage budgets and reports related to expenditures for the events, travel, strategic planning, and projects for the executive director.
- Process financial expenditures and travel reports for the Executive Director and development/alumni engagement team
- Adhere to departmental procedures for processing and clearing financial transactions. Maintain appropriate records for documentation requirements.
- Perform other related duties incidental to the work described herein.
- Proficiency in Microsoft Office Programs: Calendar, Excel, Word, PowerPoint
- Possess excellent writing and proofreading skills.
- Project management, computer literacy, database and special event list management.
- Superb attention to detail.
- Demonstrated ability to handle multiple tasks simultaneously and deadlines.
- Demonstrated ability to work autonomously and as a member of a team.
- Demonstrated high level of initiative and motivation.
- Outstanding communication skills, tact, and diplomacy.
- Demonstrated ability to handle sensitive and confidential information and issues on a daily basis.
- Must be able to communicate professionally and confidently with a wide variety of constituents, including Duke TIP staff, Duke University administrators, Duke TIP and university donors, fundraising leadership, and university colleagues.
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.
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion, sexual orientation, or veteran status. 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.