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ADMINISTRATIVE ASSISTANT TO THE CHAIR AND BUSINESS OPERATIONS, PHYSICS
DEPT.
Work Arrangement:
Requisition Number: 228842
Regular or Temporary: Regular
Location:
Durham, NC, US, 27710
Personnel Area: UNIVERSITY
Date: Feb 13, 2023
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.
Manage appointments, promotions, credentials
Advise the department Chair; Departmental Appointments, Promotions, and
Tenure Committee; Division Chiefs and faculty on proper appointment,
promotion, credentials, and visa procedures.
Coordinate all faculty recruitment with Chairman and/or Division Chiefs,
including conducting national searches.
Investigate and assure departmental compliance with Duke policies and
procedures to meet proper operating guidelines for recruitment.
Responsible for processing all faculty and research appointments,
promotions, and renewals for the department.
Liaison with faculty, the departmental Administrative Director , H.R. and
Business offices, the Office of Faculty and Academic Affairs, and the
International Office and assure that all faculty and researchers comply
with all requirements of these offices.
Assess and analyze space requirements due to faculty recruitment; assist
in monitoring and maintenance of all Arts and Sciences classrooms to
include furniture requirements, accessibility, and condition of rooms;
coordinate annual faculty start-up funds for furniture, special projects,
renovations and maintenance.
Compile faculty reappointment, promotion, and search candidate dossiers
Advise APT committee and candidates on procedure, request information
from candidate and letters from evaluators. Prepare search ads and payment
for each.
Manage restricted site for committee and/or department review.
Coordinate faculty search campus visits: airfare, lodging, car service,
meetings, reimbursements.
Coordinate faculty meetings for discussion and voting of each case per
department bylaws.
Prepare and submit electronic files to Deans' Office via Sharepoint, Duke
Box
Prepare payroll forms and onboarding materials, submit relocation
expenses for reimbursement.
Prepare travel arrangements
Reserve airfare, lodging, transportation, maps, event registration,
prepare itineraries as needed
Coordinate faculty meetings
Arrange schedule of meetings each semester to conflict as little as
possible with course schedule, reserve rooms, manage documents for
meeting distribution via Duke Box, Physics administrative site, and paper
copies, take meeting minutes, coordinate catering if needed, room
set-up and take-down
Manage and Coordinate activities for Chair that s/he can be available to
faculty and staff
Manage and submit faculty leave and sabbatical requests.
Prepare letters for secondary and joint appointment requests and gather
signatures across Departments.
Solicit faculty evaluations, award nominations, and space needs.
Receive annual committee assignments from chair.
Obtain Chair's signatures on important documents (grant forms, graduate
student forms, award letters, employment verifications, etc.).
Assist with annual staff evaluation submission to Allen Building.
Annually update American Institute of Physics website for Duke Physics.
Manage chair's daily calendar (including meetings with provosts, deans,
and annual budget meeting) and incoming/outgoing mail
Assistant to the Administrative Director Operations
Operational Support
Controls the front business office to ensure operations is maintained and
functional
Supervise the day-to-day office activities and assist
staff/faculty/students/visitors to the Department.
Champion the onboarding process for all faculty and staff ensure guidance
and compliance is met
Collaborate and coordinate student service programs with student
coordinators to ensure onboarding
Manage various departmental listservs and personnel databases to update
printed directory
Process incoming and outgoing Fed Ex, UPS, DHL shipments and USPS mail
Collaborate with central office, export controls and facilities to advise
on
Develop efficient business processes; create and maintain departmental
SOP's and manuals
Compile and prepare reports, adhoc for strategic planning and operations
Maintain departments mailboxes, door name plates, photo board for
personnel
Maintain Physics department personnel photo board.
Mange departmental copiers. This entails educating staff on use of
Authorization Codes, supplying paper and toner, sorting a variety of
facsimiles.
Liaison with service representatives as necessary and negotiate pricing
and service agreements
Investigate methods for cost savings and office supply inventory, ordering
office supplies as needed, maintain purchase orders
Financial Support
Coordinate and participate in a variety of complex accounting tasks
involved in maintaining financial records and processing related data such
as invoices and vouchers; maintains files on operational fund codes and
principal investigator financial transactions.
Compile financial statements and reports for grand expenditure records;
reconcile accounts with SAP statements; maintain records with faculty and
principal investigators regarding MOU's, endowments funds, relocations
funds and the status of restricted categories such as supplies, personnel
and equipment.
Prepare travel, visitor, and miscellaneous reimbursements and AP check
requests
Assists as needed with Departmental purchasing thru [email protected], CONCUR,
clearing purchases
Intake for check/deposits; Make deliveries to University Bursar's Office,
Office of Alumni & Development
Serve as Administrative Director back-up support
Assist Administrative Director in other projects as needed
Cultivate a workforce culture for Chair, faculty, staff, students,
visitors and guests
Assist in the development of policies and procedures as appropriate
Preparing reports and forms through various databases and software,
Qualtrics Survey, WordPress, Powerpoint, Access, Dashboard, etc.
Serve on working group teams, committees
Perform other related duties incidental to the work described herein.
Supervise Clerical Staff Support
Responsible for the supervision of temporary clerical staff and student
support, as needed
Ensure Student Worker follows Duke's guidelines for work study; coordinate
with DUSA
Ensuring all aspects of responsibilities, special projects and
deliverables are met
Assist Communications, Website and Development
Maintain Physics Administrative Website, edit and update business process
and information
Serve as a liaison to A&S Communications; OIT IT listservs, Scholar at
Duke appointee
Maintain historical departmental archives
Provide photography with any necessary editing to accompany stories
Department Facilities & Space Management
Manage the inquiries for space requests
Maintain space database and enter data into WebCentral to meet annual and
quarterly space download metrics
Manage the inquiries for facilities request; ensure follow-thru and advise
Administrative Manager critical areas
Oversee the Physics database for room and lab assignees, providing keys to
new employees, students, and visiting scholars.
Maintain record for Physics members departing and forward reminders to key
holder and supervisor.
Responsible for ordering keys from key shop, pick up, and enter database.
Serve as Departmental Door Coordinator
Maintain record and provide access upon appropriate approved inquiries and
position onboarding
Department Event Management
Assist with event planning activities, holiday party, annual picnic and
other departmental activities
Department Colloquium Events Coordinator; plan monthly colloquium series
Advertise via department website, Duke Events Calendar, email, Facebook,
flyers, Duke Flyer
Assist in preparations of speaker travel arrangements and reimbursements
Coordinate catering, event set-up and take-down, AV needs
Manage and adhere to event budget
Coordinate Fritz London Memorial Lecture bi-annually
Coordinate faculty/staff meetings
Schedules rooms for meetings, events, seminars. Using iCal to schedule the
rooms we own and using 25Live and student services for the rooms external
to Physics owned.
Arrange schedule of meetings each semester to conflict as little as
possible with course schedule, reserve rooms,
Manage calendars for 4 meetings spaces: chair's conference room, faculty
lounge, HEP conference room, room 090
Manage documents for meeting distribution via Duke Box, Physics
administrative site, and paper copies, take meeting minutes,
coordinate catering if needed, room set-up and take-down
Assist with and coordinate departmental calendar events, liaise with
Facilities office and Housekeeping.
Attend meetings to take minutes, provide information, and serve as
resource person.
Coordinate Affiliate Emails and Net ID
Submit requests for sponsorship of affiliate emails and net id
Maintain current list and expire accounts
Visa Representative
Serve as Visa representative to liaise with Duke Visa Services
Consult with Administrative Director to advise on visa appointments and
renewals
Collaborate with HR & Payroll Representative; serve as backup to HR &
Payroll representative
Coordinate with faculty sponsor and payroll clerk to prepare and
distribute appointment letters with Chair's signature
Complete visa and visa renewal requests
Coordinate completion of web forms individually and correspond with each
international to complete his/her form, check for accuracy, organize
supporting documents, submit check requests for fees to Accounts Payable,
submit all requirements to Duke Visa Services
Assist international visitors, students with onboarding process, travel
and reimbursements
Monitor process until internationals arrive
Monitor and track our Foreign National Clearance Expiration Notices for
individuals ending employment, and ensures timely action required for
continued employment.
Maintain End of Date Notifications; correspond to Foreign Nationals,
Sponsor, DVS and representatives; coordinate action items with HR/Payroll
representatives and central office.
Minimum Qualifications
Education
Work requires a general educational background normally equivalent to a full
high school education plus two years post-secondary education in a business-
related field.
Experience
Work requires 4 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 OTHEREQUIVALENT
COMBINATION OF RELEVANT EDUCATION AND/OR 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.
Nearest Major Market: Durham
Nearest Secondary Market: Raleigh
