Executive Assistant for Chancellor Emeritus at Duke

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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Working Title: Executive Assistant to the Chancellor Emeritus

 

The Division of Cardiology seeks an experienced and highly-motivated individual to provide executive level assistance to the Duke Health Chancellor Emeritus. Reporting to the Director, Finance & Administration, the incumbent independently performs a broad variety of administrative duties in support of the Chancellor Emeritus, including: managing an active calendar of appointments; arranging complex and detailed national and international travel plans, itineraries, and agendas; compiling documents for travel-related meetings; tracking expenses and completing expense reports; and composing and preparing correspondence that may be of a sensitive nature. The incumbent executes and ensures compliance with Duke University policies and procedures. The incumbent independently resolves both routine and complex problems and inquiries, escalating those with complexity to the Director or Chancellor Emeritus as needed.

 

The successful candidate will be proactive, driven, creative, solutions-oriented, and exercise a high-level of discretion, independent judgment, and tact. The ideal individual will enjoy working within a mission-and results-driven organization and have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The incumbent will have the ability to work independently on assigned tasks and projects and must be able to work under pressure at times to handle a wide variety of activities with discretion.

 

Essential Job Duties:

 

1. Administration: Maintains calendar and coordinates both internal and external meetings. Answers and screens incoming calls, and physical and electronic correspondence. Works closely and effectively with the Chancellor Emeritus to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Coordinates a variety of activities with numerous parties.


2. Travel Coordination & Logistics: Coordinates complex travel for the Chancellor Emeritus and prepares logistics memos and travel itineraries. Collaborates with Chancellor Emeritus’ team in the preparation of materials for travel to speaking engagements.


3. Financial Management: Tracks expenses and processes expense reports, invoice vouchers, and honoraria payments in accordance with Duke University policies. Manages supplies for the Chancellor Emeritus’ office.


4. Basic Research Activities: Researches and compiles information on behalf of the Chancellor Emeritus’ Office. May assist in the preparation of background materials for meetings.


5. Help plan and coordinate visits of distinguished guests and convening activities as initiated by the Chancellor Emeritus, including event planning and budget management, ensuring appropriate leaders are notified of visits.

 

 

JOB SPECIFICATIONS

Preferred Knowledge, Skills, and Abilities:  Experience working in fast-paced environments with a high degree of organizational effectiveness. Ability to arrange and coordinate complex international and domestic travel.  Ability to use substantial latitude for independent judgment and action. Excellent communication skills with a proven ability to use diplomacy and tact to effectively interact and build relationships across all levels of the University and with global external parties.  

Required Qualifications at this Level

Education/Training

Work requires a general educational background normally equivalent to a full high school education plus two years of post-secondary education in a business-related field.

Preferred: Work generally requires knowledge of basic mathematical, research, and communication principles normally acquired through two years of post secondary education. Bachelor’s degree preferred.

Experience

Work requires 4 years of related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles, and coordination of major office activities.

Preferred: Work generally requires four years of progressive clerical or project management experience to acquire strong skills in administrative, project management and/or basic research responsibilities as well as accepted office management, communications, and resea