Administrative Coordinator

2 weeks ago

Durham, North Carolina, United States Duke University Full time
Job Summary

The Administrative Coordinator provides critical administrative support to the Associate Dean and the Office for Research Administration (ORA) leadership team. This role involves managing office operations, maintaining calendars, scheduling meetings, and providing support and taking minutes. The successful candidate will also plan and coordinate events, handle travel arrangements and reimbursements, update documents and systems, and manage special projects as assigned.

Key Responsibilities
  • Manage the Associate Dean's calendar, coordinating with other schedules to ensure alignment, and anticipate meeting requirements, prepare agendas, and distribute relevant materials.
  • Support the coordination of hiring and recruitment efforts for the Associate Dean, manage and oversee all internal communications from the Associate Dean to her staff, and perform a quarterly review of the organization charts for both ORA and RASR, making necessary updates to ensure the Associate Dean has the most current versions.
  • Draft, edit, proofread, and finalize professional correspondence as requested, and manage distribution lists frequently used by the Associate Dean, ensuring that all documents receive approval from the Associate Dean before distribution.
  • Update and maintain standard operating procedures for the Associate Dean's Office, ensuring compliance with university policies, and act as a backup for the RASR Zone Directors' Administrative Assistant, overseeing daily operations in their absence.
  • Organize and maintain receipts for expense reporting and procurement card transactions, submit reports in a timely manner using Concur, and ensure all expenses for the Associate Dean's Office are processed, including those for guest travel.
  • Arrange all travel logistics for the Associate Dean, including air and ground transportation, accommodations, and conference registrations, and communicate with conference organizers for events where the Associate Dean is involved.
  • Collaborate on planning and executing events, coordinate with relevant teams for logistics and support, and maintain a well-organized system for managing confidential files and records.
  • Undertake special administrative projects, utilizing independent judgment to handle tasks of varying complexity, and support the development of communications, policies, and other documents related to research administration.
Requirements
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint), Outlook,, and Concur.
  • Strong team-oriented attitude with excellent communication and writing skills.
  • High attention to detail, exceptional time management, and the ability to handle multiple tasks under tight deadlines.
  • Discretion and confidentiality are essential.
  • Strong problem-solving and analytical skills, with a professional demeanor.
Preferred Qualifications
  • A master's degree in a business-related field may be substituted for 2 years of experience.
  • 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.

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