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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.
Administrative Assistant, Office of Global Affairs (OGA)
Occupational Summary
Assist the staff in OGA by performing a variety of administrative duties to support office functions. An understanding of global geography, culture and issues is preferred.
Work Performed
Provide administrative assistance for the Associate Vice Provost for Global Affairs (AVP) and members of OGA Team (OGAT) –40%
Provide daily briefings for the AVP regarding upcoming meetings with relevant background materials, points in need of clarification, and action items.
Coordinate travel arrangements for both the AVP and OGAT– airfare, hotel, transportation, etc. (both domestic and international).
Organize and oversee registration for conferences, meetings, and events for the AVP and OGAT.
Coordinate funding requests for support from faculty, staff, students; issue award letters; monitor disbursement and final reporting
Schedule and coordinate regular standing meetings and events, the Global Duke Meeting; the Global Administrative Meeting; JHFC bi-weekly meetings and work in tandem with leads to organize and support additional meetings (iRACI, Thailand collaboration, graduate student safety, Scholars at Risk, etc.). Working under the direction of Program Coordinator, reserve appropriate facilities, arrange for equipment, manage catering, and submit receipts for reimbursement for a wide variety of meetings and events for OGA and JHFC. Communicate with relevant personnel about logistics regarding events. Collect and collate PowerPoint materials, take minutes at all meetings, and follow up with each group on a regular basis– 25%
Control and maintain efficient operations for OGA and the JHFC. Make maintenance requests with the University and outside vendors as needed. Keep supplies sufficiently stocked and equipment in good working order. – 10%
Support communications and documentation efforts within OGA – 15%
With direction from the DGC, create and update communications material relevant to OGA.
Oversee and update file management on Box of key materials.
Coordinate and support reporting on international and area studies centers activities.
Under supervision of the Program Coordinator, support international partnerships and the hosting of international delegations, compile information regarding visiting delegations and briefing materials about Duke’s strengths relative to the visiting units. Draft agendas, arrange for meeting rooms, tours, catering, and provide support to make each visit a success.
Additional duties, which include: (10%)
• Take and maintain minutes at standing and ad-hoc meetings
• Maintain office listservs or mailing lists and send out appropriate messages to stakeholders
• Provide project management for OGA events to track and guide progress and ensure successful outcomes.
• Provide logistical support for visiting scholars for short term university visits and collaborations in OGA and the broader global studies community
Responsible for completing work assignments accurately and timely, and if unable to do so, communicate with supervisor in advance regarding prioritizing workload.
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.
Education/Training
Required Qualifications at this Level
Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.
Experience
Work generally requires four years of clerical or research experience to acquire strong skills in administrative or project research responsibilities as well as accepted office management, communications and research practices.
A bachelor’s degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
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.
