Senior Administrative Assistant, Duke Kunshan University Programming and Strategy
1 week ago
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.
Duke Office of Duke Kunshan University (DKU) Relations
Senior Administrative Assistant
Position Summary:
The Senior Administrative Assistant will report directly to the Associate Vice Provost for DKU and Duke Programming and Strategy. This position is responsible for providing comprehensive administrative support and strategic project management for Duke's extensive partnership with Duke Kunshan University (DKU) in China. This position requires an experienced professional who can navigate complex organizational structures, manage cross-functional collaboration, and ensure the efficient operation of Duke's Office of DKU Relations (DODR), which oversees initiatives including student and faculty exchanges, research collaboration, governance, and legal agreements. Additionally, this position will play a key role in supporting multiple senior stakeholders during the renegotiation of Duke's partnership agreement with DKU.
Success in this position requires an ability to exercise discretion, sound judgment, and strategic thinking in all aspects of the work. This role will also plan and coordinate high-visibility events, interfacing with international and domestic leaders, and ensuring seamless implementation. Occasional flexibility in working hours may be required to meet the demands of a global, time-sensitive environment.
This is a hybrid position with an expectation of three days per week in the office, with additional flexibility needed for high-priority tasks and events.
Work Performed:
Administrative (50%)
- Strategic Calendar Management: Oversee and coordinate the complex, frequently shifting schedules of senior leadership across Duke and DKU, accounting for multiple time zones. This includes regular interactions with Duke's Office of Counsel, academic leadership, and other departments.
- High-Visibility Meeting Coordination: Organize and manage meetings, committees, and strategic programs, handling all logistics such as catering, AV setup, note-taking, room reservations, and access arrangements.
- Document and Communication Management: Screen and route correspondence, handling sensitive information with confidentiality and discretion. Manage official correspondence and documents, including drafting, reviewing, and responding as appropriate.
- Support for Provost's global committees: Assist senior leadership in managing committees focused on DKU and Duke's global strategy. This involves complex scheduling, documentation organization, and active collaboration with committee chairs.
- Legal and Governance Support: Manage internal and external agreements, including memorandums of understanding (MOUs) related to DKU, ensuring proper formatting, routing, and distribution for signatures with stakeholders in China.
- Project Management: support special projects involving DKU and Duke, including faculty and student initiatives like the Summer Research Program and the DKU Faculty Mentoring Program. Provide scheduling and administrative support, track milestones, and ensure timely execution.
- Vendor Selection Process: Support confidential vendor selection processes related to DKU, including vendor outreach, evaluations, and recommendations to leadership.
- Duke Visitor Coordination at DKU
- Assist with DKU Board of Trustees or other high level meeting preparations, coordinating with DKU and Duke senior leadership.
- Work with DKU assistants in a different time zone to coordinate all logistics.
- Prepare meeting materials, sharing attendee lists, agendas for each visitor, travel schedules, purchasing gifts, and providing relevant documents prior to departure.
- Coordinate Duke faculty committee travel to DKU.
- DKU Visitor Coordination at Duke
- Responsible for international travel itineraries for the DKU Executive Vice Chancellor and other DKU senior leaders when visiting Duke.
- Manage logistics and coordination for visiting delegations related to Duke's China activities, including partner and embassy visits.
- Arrange hotel, and ground transportation for DKU and other visitors.
- Coordinate and set up all meetings with Office of the Provost Leadership and academic leaders at Duke.
- Organize lunches and dinners with Duke colleagues for DKU and other visitors.
- When the DKU Board of Trustees is at Duke, responsible for preparing/updating itineraries for up to 30 visitors from China, arranging all lodging, meals, transportation on campus and to/from airport.
- Responsible for engaging with outside service providers, including photographer, translation company, and transportation, and managing all logistics through the days of service.
- Support DKU student engagement at Duke, including the annual participation agreement distribution process, event planning and day-of event support as needed.
- Manage day to day operations of the office, including liaising with other Duke offices such as the Office of Information Technology, Facilities, Parking and others as needed.
- Order and maintain office supplies.
Perform other related duties incidental to work described herein.
Qualifications, Skills, and Competencies
Preferred Skills and Competencies:
- Ability to think critically and strategically, and to communicate effectively across a wide range of stakeholders.
- Ability to represent DODR professionally and with tact, including the ability to exercise discretion and maintain confidentiality.
- Demonstrated skill in analyzing information, formulating conclusions, partnering with leadership in recommending courses of action, and tracking progress.
- Ability to take the initiative, solve complex problems, and be decisive.
- Experience coordinating schedules and projects across time zones.
- Ability to work effectively in a hybrid capacity (work is divided between remote and onsite as needed for meetings/events); demonstrated hybrid work experience a plus.
- Excellent time management skills and the ability to prioritize work and the flexibility to adapt to shifting priorities.
- Excellent oral and written communication skills.
- Proficiency in office technology tools such as MS Office (including Excel and PowerPoint), Outlook, Teams, Zoom
Minimum Qualifications:
Education/Training
Work requires a general business background generally equivalent to a bachelor's degree in a business related field.
Experience
Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities or an equivalent combination of education and relevant 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.
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