School of Medicine Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations. The Administrative Coordinator provides essential administrative support to both the Associate Dean and the Office for Research Administration (ORA) leadership team. This role includes managing office operations, maintaining calendars, scheduling meetings, providing support and taking minutes, planning and coordinating events, handling travel arrangements and reimbursements, updating documents and systems such as policies and procedures, and managing special projects as assigned.
SUPERVISOR This position reports to the Associate Dean of Research Administration
ESSENTIAL DUTIES Duties and Responsibilities: - Calendar and Meeting Coordination: Efficiently manage the Associate Dean's intricate calendar, coordinating with other schedules to ensure alignment. Anticipate meeting requirements, prepare agendas, and distribute relevant materials. Adapt the schedule as priorities shift, keeping the Associate Dean informed of any changes
- Hiring, Recruitment and Personnel Management: 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. 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.
- Correspondence Handling: Draft, edit, proofread, and finalize professional correspondence as requested, and manage distribution lists frequently used by the Associate Dean (e.g., Vice Chairs for Research, SOM Chairs, SOM Chief Administrative Officers, Research Quality Officers, Lead Research Administrators). Ensure that all documents receive approval from the Associate Dean before distribution.
- Standard Operating Procedures: Update and maintain standard operating procedures for the Associate Dean's Office, ensuring compliance with university policies.
- Office Support: Act as a backup for the RASR Zone Directors' Administrative Assistant, overseeing daily operations in their absence. Order necessary office supplies through Buy@Duke or Amazon, and procure office equipment as needed through Buy@Duke.
- Expense and Reimbursement Management: Organize and maintain receipts for expense reporting and procurement card transactions. Submit reports in a timely manner using Concur, ensuring all expenses for the Associate Dean's Office are processed, including those for guest travel.
- Travel Coordination: Arrange all travel logistics for the Associate Dean, including air and ground transportation, accommodations, and conference registrations. Communicate with conference organizers for events where the Associate Dean is involved.
- Event Planning: Collaborate on planning and executing events. Coordinate with relevant teams for logistics and support.
- Recordkeeping: Maintain a well-organized system for managing confidential files and records.
- Special Projects: Undertake special administrative projects, utilizing independent judgment to handle tasks of varying complexity. Support the development of communications, policies, and other documents related to research administration.
DEPARTMENTAL PREFERENCES - Proficiency in MS Office Suite (Word, Excel, PowerPoint), Outlook, Buy@Duke, 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.
MINIMUM QUALIFICATIONS Education 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 ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. A master's degree in a business related field may be substituted for 2 years 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.