Office Administrator
Duke University

Durham, North Carolina


Occupational Summary
In support of the department, apply knowledge and skills to resolve complex, confidential, and non-routine administrative problems independently and/or with others. Directly support the Exec Director in administration of operating procedures and programs, as well as daily/weekly activities.


Work Performed

  • Maintain liaison with all levels of administration and faculty to coordinate and resolve problems and issues relative to administrative matters of an internal and external nature.
  • Interpret new directives, policies and regulations and inform appropriate personnel of changes; make decisions on specific operating problems and issue instructions in the name of the department or division head. Collect, analyze, and present information and recommendations to the Exec. Director. Develop PowerPoint presentations, spreadsheets, and other reports. Review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor.
  • Control and maintain divisional or departmental files of records, reports and correspondence required for reference and efficient operation of division or department; insure maintenance of up-to-date management and procedural manuals, directives and related records. Maintain the departmental website and ensure information is up to date.
  • Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations; determine which correspondence to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities.
  • Advise, train and direct support personnel in the department or division; make work assignments and review work for accuracy, consistency and completeness. Assist HR with the recruitment and transition process for new staff joining the organization: identify appropriate contacts in departments; ensure all aspects of such transitions (appointments, office space, etc.) proceed smoothly. Serve as departmental liaison with administrative personnel concerning policies and procedures. Supervise and coordinate the work of designated employees reviewing completed work for adherence to instructions or correctness.
  • Manage the Exec. Director's office and maintain complex calendar for the Exec. Director. Arrange for and schedule appointments and meetings. Supervise the preparation of materials for meetings. Coordinate travel arrangements for the Exec. Director as needed.
  • Plan and coordinate visits to the organization by consultants and inspectors, insuring appropriate staff are notified of visits. Plan and coordinate departmental events as necessary.
  • Assist and advise department or division head and staff members of budgetary and related problems; prepare for approval by department or division head initial budgetary recommendations by considering past requirements and expenditures and present program plans.
  • Manage day to day office operations related to office upgrades, repairs, lease agreement(s), utilities, service, cleaning and other contracts, and office equipment repairs and supplies. Ensure an orderly and efficient workplace for all office and off-site locations
  • Recommend various personnel actions including, but not limited to, hiring, performance appraisals, promotions, transfers and vacation schedules. Perform other related duties incidental to the work described herein.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.


Required Qualifications at this Level
Education/Training:
Work requires analytical, communications, and organizational skills normally acquired through completion of a bachelor's degree program.

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 RELEVANT EDUCATION AND/OR EXPERIENCE

Minimum Qualifications

Education

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

Experience

Work requires three years of experience in program administration or AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.

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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