Administrative Assistant, Office of the Dean, School of Nursing
About The Position
The Office of the Dean is seeking an Administrative Assistant to join our team. In this role, you will be a key member of the executive office, providing high-level administrative and operational support to ensure the seamless execution of strategic priorities, executive engagements, and daily operations. Reporting to the Chief of Staff, you will manage complex schedules, coordinate high-profile events, and serve as a professional liaison with internal and external stakeholders. You will also support special projects, research, and initiatives requiring independent judgment and confidentiality. This position is fully onsite and may require early mornings or evenings to support executive functions.
Requirements
- High school diploma plus two years of post-secondary education in a business-related field.
- Minimum of 4 years of administrative or business experience, preferably in higher education or healthcare.
- Proficiency in MS Outlook (calendar management), Zoom (videoconferencing), and Concur (expense reconciliation).
- Professional business attire and demeanor.
Nice To Haves
- Experience supporting senior executives in a fast-paced environment.
- Exceptional organizational and time management skills.
- Strong written and verbal communication skills.
- Ability to work independently and collaboratively.
- Critical thinking and problem-solving abilities.
Responsibilities
- Serve as the primary point of contact and professional representative for the Dean's Suite, ensuring a welcoming and efficient environment for guests, faculty, staff, and university leadership.
- Independently manage office logistics, including supply procurement, coordination of lunches, hospitality arrangements, and maintenance of executive meeting spaces.
- Coordinate and execute logistics for Dean-hosted meetings, breakfasts, luncheons, and receptions, ensuring timely delivery and catering.
- Support the Dean and Chief of Staff with special projects, research, and administrative initiatives requiring independent judgment and confidentiality.
- Maintain and organize correspondence, invitations, donor communications, and official documents using Duke Box and other university systems.
- Collaborate closely with senior leadership, faculty, and staff to support and advance ongoing initiatives originating from the Office of the Dean.
- Assist in managing the Dean's complex calendar, ensuring alignment with institutional priorities and seamless coordination across departments.
- Support travel planning for the Dean and distinguished guests, including booking transportation, accommodations, and preparing briefing materials.
- Process reimbursements, procurement card transactions, and travel documentation using Concur and other university platforms.
- Manage invitations, RSVPs, room reservations, IT setup, and catering logistics for high-level events hosted by the Dean's Office.
- Maintain highly confidential files, documents, and records, ensuring consistency between electronic and physical documentation.
- Prepare presentations, letters of support, and research-related materials for the Dean.
Benefits
- Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members.
- Learn more at https://hr.duke.edu/benefits/
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Industry
Educational Services
Education Level
High school or GED
Number of Employees
5,001-10,000 employees
