Perform responsible administrative and clerical duties of a complex and confidential nature in support of the Vice Provost for Interdisciplinary Studies (VPIS), especially a wide variety of clerical, budgetary, and administrative responsibilities that maintain efficiency in organizational operations. In all activities, this position holds a responsibility to nurture a university community that is accessible, diverse, and committed to a culture of engagement; that welcomes talented scholars to our community that represent the full range and richness of human experience; and that recognizes diversity as a critical element in achieving excellence
Duties, Responsibilities and Work Performed
- Represent the Provost’s Office with a high level of professionalism to faculty, students, officers, trustees, and the public.
- Regularly exercise good judgment concerning appropriate action to respond to requests for information and assistance.
- Manage the financial accounts assigned to the Office of the VPIS, including Bass Connections.
- Maintain Excel spreadsheets to track commitments and monitor expenses.
- Process R/3 transfers based on annual budget commitments in support of Duke’s interdisciplinary efforts.
- Perform account reconciliation on financial accounts.
- Manage travel reimbursement/advance and reconciliation process for assigned individuals, including the Vice Provost and the Vice Provost’s staff.
- Process on-line Accounts Payable (AP) requests, prepare monthly general and standard journal entries as needed.
- Maintain up-to-date on changes in Duke’s Employee Travel & Reimbursement, Procurement and Accounts Payable offices and systems.
- Maintain a strong working knowledge of all online financial systems.
- Sort, screen and prioritize mail, and compose letters and e-mail correspondence as appropriate.
- Determine which correspondence to respond to or which to bring to the Vice Provost’s attention based on content of communication and broad knowledge of departmental programs and activities.
- Control and maintain files of records, reports and correspondence required for reference and efficient operation of the office; ensure maintenance of up-to-date management and procedural manuals, directives and related records.
- Maintain and order office supplies and equipment as necessary, including beverage supplies (coffee, soda, water) for the Office of the Provost, following all relevant guidelines for online ordering, procurement card usage, etc.
- Keep beverage supplies stocked and organized.
- Administer complex calendar required for the VPIS and his/her staff as needed.
- Coordinate appointments, meetings, and travel (both domestic and international.
- Coordinate all event logistics for the Langford Lecture Luncheon series for the Provost and arrange for awards to be transferred to faculty award winners.
- Assist with coordination of visits to Duke by visitors and coordinate a variety of interdisciplinary events, receptions, luncheons, conferences, seminars, focus group meetings and other functions for guests, faculty, and senior level administrators as required.
- Serve as liaison between the VPIS and interdisciplinary unit (UIC) administrative staff, program coordinators, various faculty, students, etc., regarding messaging from the VPIS and inquiries to the VPIS related to scheduled meetings, programs, etc.
- Answer incoming calls for the VPIS, screening calls, providing information and serving as a resource person.
- Assist with communication and JV transactions needed to support the timely planning and execution of various interdisciplinary competitive funding competitions.
- Work with Manager, Special Projects, OVPIS to arrange meetings, travel, etc. for interdisciplinary units undergoing five-year reviews.
- Coordinate biweekly and monthly meetings such as with directors of interdisciplinary centers and direct reports.
- Take minutes as needed.
- Perform other related duties incidental to the work described herein.
Bachelor’s degree preferred, however work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education and three years of administrative experience OR five years of administrative experience to acquire skills necessary to oversee complex office functions related to office management, communications and budgetary/accounting activities.
- Ability to take and draft minutes
- SAP R/3 and related applications in Duke@Work such as AP, ETR, Buy@Duke
- Office Procedures
- Microsoft Windows, Internet browser (Firefox) Microsoft Office – Word, Excel, PowerPoint, Outlook
See the full posting on Duke’s HR website, requisition number 401088376.