"ADMINISTRATIVE ASSISTANT TO DIR"

Work Arrangement: 

Requisition Number:  246397

Regular or Temporary:  Regular

Location:  Durham, NC, US, 27710

Personnel Area:  UNIVERSITY

Date:  Jun 5, 2024

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.

Occupational Summary

The Office of Interdisciplinary Studies (OIS) facilitates interdisciplinary education and research at Duke. The office helps to develop and implement policies and procedures that advance the distinctive administrative, research, and educational needs of interdisciplinary units, including university-wide institutes, initiatives, and centers (UICs). It provides leadership and central organization for the Bass Connections program, oversees the UICs and some other interdisciplinary units, and facilitates collaboration and experimentation among faculty, deans, and directors of interdisciplinary units. OIS is part of the Office of the Provost.

The Interdisciplinary Priorities Coordinator will work closely with the OIS team to support new and existing priorities of the office, such as managing calls for proposals for interdisciplinary research and education initiatives; providing support and logistical guidance to theme directors and the faculty leading project teams in one of Bass Connections’ six themes; and supporting visits for faculty through the Keohane professorship program. This is a multi-faceted role that would be a great fit for individuals with strong organizational skills and an interest in higher education administration. This position reports to the Assistant Vice Provost for Interdisciplinary Studies.

Job Responsibilities

Implement Academic Strategic Priorities (30%)

·       Implement elements of academic strategic priorities at the direction of the Vice Provost for Interdisciplinary Studies (VPIS), including coordination of pilot programs, funding competitions, visiting professorships overseen by the provost office, implementation committees, task forces, focus groups, and informational sessions.

·       Collection of baseline data to track, report on, and communicate about the impact of implementing specific strategic priorities.

·     Provision of staff support to university-wide working groups, ad hoc committees, search and review committees, and boards by organizing meetings, taking minutes, and collaborating with participating faculty, staff, and administrators across the university.

·       Provision of timely, accurate, and confidential communication between the OIS office and external parties.

·       Support the VPIS and Provost’s Chief of Staff by managing special projects related to academic strategic priorities.

Project Coordination and Management (30%)

·       Work with the VPIS and counterparts at UNC Chapel Hill to manage the Keohane Professorship program by facilitating meetings and communication between Duke and UNC; partner with the Duke unit selected to host the annual Keohane Visiting Professor to coordinate up to two visits each year, including a special lecture and other event s and discussions involving faculty and students; and manage and track program expenses.

·       Facilitate review and selection processes for any calls for proposals issued by OIS, such as the annual Undergraduate Program Enhancement Fund, Intellectual Community Planning Grants, or other future calls. This includes setting up intake forms, organizing applications for review, collating review scores, and issuing decision letters.

·       Support events hosted by OIS or the Provost Office, including Bass Connections, by selecting venues, managing a budget, setting the program, and managing invitations.

·       Assist the Vice Provost in supporting interdisciplinary units and Duke University Press, as needed, by engaging with unit directors and staff to address administrative challenges and ensure appropriate flows of information between the units and OIS.

Financial and Administrative (20%)

·       Track, report on, and forecast the use of funds for strategic planning and implementation of strategic goals. 

·       Supervise and coordinate student employees (undergraduate, graduate, and professional work-study and RAs), determining projects and reviewing completed work for adherence to instructions or correctness.

·       Coordinate OIS team meetings, UIC management meetings, advisory board meetings, etc.

·       Maintain minutes, follow-up communication, and tracking of next steps related to the above meetings.

·       Mentor colleagues in other units and develop communities of practice around particular administrative responsibilities.

Bass Connections Theme Administration (20%)

Bass Connections supports interdisciplinary, collaborative research through year-long project teams, summer experiences, and courses anchored in six interdisciplinary themes. This position will work with the faculty director for one theme to manage ~8-10 Bass Connections project teams:

·       Communicate important program information to team leaders and students.< /span>

·    Assist in the review process for new project proposals.

·       Set up teams in the course request system and work with team leaders to register students for academic credit.

·       Oversee the student application and selection process within the theme.

·       Track the progress of teams and their outcomes; provide guidance and support to teams, as needed.

·       Attend meetings of project teams.

·       Provide policy guidance to teams on processing expenses, adding students to the payroll and traveling with students.

·       Field budgetary questions and trac k no-cost extensions.

Minimum Qualifications

Education

Work requires analytical, communications, and organizational skills normally acquired through completion of a bachelor's degree program.

Experience

Work requires a minimum of two years administrative experience in an academic or research setting.

Degrees, Licensures, Certifications

N/

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.