Interprofessional Education and Care Administrative Assistant

Location
North Carolina, United States
Posted
22 Apr 2019
End of advertisement period
22 Jun 2019
Ref
401584667
Contract Type
Permanent
Hours
Full Time

General Purpose:

The IPEC Administrative Assistant position will provide administrative support of a complex and confidential nature to the Director of the Center for Interprofessional Education and Care (IPEC), the associate directors, and program manager. The administrative assistant will also perform administrative duties in support of advisory and other ad hoc committees and workgroups convened to support the work of the Center. Supervisor: This position reports to the Associate Dean, Interprofessional Education and Care (ADIPEC).

Essential Duties

Operations:

  • Manage organization of the Center’s day-to-day workflow and provide material and administrative support for the creation and maintenance of the center and for the work and well-being of center faculty, staff, collaborators and learners
  • Support the establishment and ongoing work of the major committees supporting the Center, including the Governance and Advisory Committees, including help in defining and assigning action items and monitoring progress on reaching pre-defined goals/milestones.
  • Serve as a primary contact for the Center and triage issues for review and response by the Director and Assistant Directors.

Budget management:

  • Manage and monitor specific budget activities for the IPEC office, program, and discretionary accounts. Reconcile the transactions to the financial report monthly. Manage Center purchases, inventory of materials to support events and meetings, and budget reconciliation and reports for those meetings
  • Process travel arrangements, meetings, and visits (This includes making reservations, registering, and preparing reimbursements and reports.)

Event Planning:

  • Coordinate and plan specific details of events and distribute invitations and reminders
  • Maintain recurring meetings to include notification of attendees regarding location and time
  • Identify appropriate space and technical/AV needs for events for educational events, retreats, meetings, and those related to special guests/visiting speakers of the Center.)

Technology and Marketing:

  • Develop and implement a marketing plan that includes appropriate use of websites and social media
  • Serve as the division point of contact for the editing and maintenance of online materials ensuring information is current and appropriate
  • Produce, when appropriate, electronic communications or print materials advertising or featuring Center events or updates
  • Maintain, as necessary, proficiency in use of a range of software needed to support event preparations, planning and evaluation, including use and management of shared servers, data collection and management software, secure online surveys, scheduling programs, and meeting support software

Meetings:

  • Plan meetings of Center faculty, staff and committees and provide necessary agendas andsupporting materials for use and any technical needs, including proficiency in use of tele- and video-conferencing software
  • Identify appropriate space and technical/AV support for meetings.

Grant Preparation and submission:

  • Provide support in preparation and submission of grants and other funding requests as well as managing budgets and submission of required report

Scheduling:

  • Coordinate schedules for center faculty and staff with a high degree of accuracy
  • Manage a comprehensive view of Center-related meetings, presentations, and appointments

Recording Keeping:

  • Process minutes or other records of various meetings and provide status updates for all projects and events. This includes assistance in preparation of written reports and presentations related to Center activity

Communication and Correspondence:

  • Independently compose correspondence, memos, meeting agendas, and complex reports, as requested, including those requiring compilation of data.

Perform other related duties incidental to the work described herein.

Skills

  • Anticipate needs and proactively bring together appropriate people and resources to support the faculty in addressing divisional interests.
  • Interact in a professional and efficient manner with all levels of leadership and staff in the division, institution, and external colleagues.
  • Demonstrate sound judgment when dealing with sensitive issues including personnel and business matters.
  • Demonstrate excellent communication skills, especially when working with leadership to prioritize requests for time and support of ongoing projects. This includes verbal skills and writing ability.

Location Durham

Duke Entity MEDICAL CENTER

Job Family Level 10

Full Time / Part Time FULL TIME

Regular / Temporary Regular

Shift First/Day

Minimum Qualifications

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.

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

Education

Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field.

Experience

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. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.