Program Coord
The Chair of the Biomedical Engineering Department at Duke University is looking for a motivated and energetic Executive Assistant (EA, working title) to support him. The EA is responsible for assisting the chair, planning and coordinating events, meetings and travel. The Executive Assistant is also expected to attain in-depth knowledge of department operations, organizational structure, policies, and procedures.
Essential Functions:
Assistant to the department Chair
Serve as the primary point person for managing priorities and scheduling the Chair's calendar .
Coordinate departmental meetings, including providing copies of material as needed, and taking notes on discussions and decisions and creating minutes
Coordinate travel logistics (flights, ground transportation, accommodations, and restaurant reservations) and prepare detailed itineraries for all travel.
Handle sensitive and confidential information for the chair.
Help keep BME website current and accurate.
Faculty searches/recruitment
Assist department chair and search committee chairs with all tenure track searches including: ad preparation, scheduling visits, coordinating candidate database and EEO documentation, travel planning, and reimbursements.
Facilitate new faculty members transition to Duke, including setting up initial contacts for realtors, movers, schools, etc.
APT (appointments, promotion and tenure)
Assist with preparation of tenure and promotion packages, including assembling materials and dossiers
Human resources
Visas (as required)
Prepare hiring documentation for foreign nationals
Initiate immigration and visa actions including assembling visa applications for new hires and extension of stay for current employees who are non-citizens
Track continued employment eligibility of foreign-nationals hires
Grant administration (department chair only)
Prepare and submit grant proposals to various agencies
Manage post-award activities for federally funded projects, including monitoring budget expenditures, reconciling monthly financial statements, preparing financial reports, compiling administrative components for progress reports and processing clean close-outs
Serve as liaison to Office of Research Support to shepherd all material transfer agreements, confidentiality agreements and sponsored research agreements
Requirements:
1 year of administrative assistance experience
Excellent communication skills
Bachelor's degree
Advanced computer skills, and demonstrated experience with the full Microsoft Office Suite and Mac platform
Duke University is an Affirmative Action/Equal Opportunity Employercommitted to providing employment opportunity without regard to anindividual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion,sexual orientation, or veteran status.Essential Physical Job Functions:Certain jobs at Duke University and Duke University Health System mayinclude essential job functions that require specific physical and/ormental abilities. Additional information and provision for requests forreasonable accommodation will be provided by each hiring department.
Education
Work requires analytical, communications and organizational skillsgenerally acquired through completion of a bachelor's degree program.
Experience
Work requires one year of experience in program administration orinvolving academic, instructional or counseling activities to acquireskills necessary to plan, coordinate and implement a variety of programactivities and events.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
. Apply now!Estimated Salary: $20 to $28 per hour based on qualifications.
Essential Functions:
Assistant to the department Chair
Serve as the primary point person for managing priorities and scheduling the Chair's calendar .
Coordinate departmental meetings, including providing copies of material as needed, and taking notes on discussions and decisions and creating minutes
Coordinate travel logistics (flights, ground transportation, accommodations, and restaurant reservations) and prepare detailed itineraries for all travel.
Handle sensitive and confidential information for the chair.
Help keep BME website current and accurate.
Faculty searches/recruitment
Assist department chair and search committee chairs with all tenure track searches including: ad preparation, scheduling visits, coordinating candidate database and EEO documentation, travel planning, and reimbursements.
Facilitate new faculty members transition to Duke, including setting up initial contacts for realtors, movers, schools, etc.
APT (appointments, promotion and tenure)
Assist with preparation of tenure and promotion packages, including assembling materials and dossiers
Human resources
Visas (as required)
Prepare hiring documentation for foreign nationals
Initiate immigration and visa actions including assembling visa applications for new hires and extension of stay for current employees who are non-citizens
Track continued employment eligibility of foreign-nationals hires
Grant administration (department chair only)
Prepare and submit grant proposals to various agencies
Manage post-award activities for federally funded projects, including monitoring budget expenditures, reconciling monthly financial statements, preparing financial reports, compiling administrative components for progress reports and processing clean close-outs
Serve as liaison to Office of Research Support to shepherd all material transfer agreements, confidentiality agreements and sponsored research agreements
Requirements:
1 year of administrative assistance experience
Excellent communication skills
Bachelor's degree
Advanced computer skills, and demonstrated experience with the full Microsoft Office Suite and Mac platform
Duke University is an Affirmative Action/Equal Opportunity Employercommitted to providing employment opportunity without regard to anindividual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion,sexual orientation, or veteran status.Essential Physical Job Functions:Certain jobs at Duke University and Duke University Health System mayinclude essential job functions that require specific physical and/ormental abilities. Additional information and provision for requests forreasonable accommodation will be provided by each hiring department.
Education
Work requires analytical, communications and organizational skillsgenerally acquired through completion of a bachelor's degree program.
Experience
Work requires one year of experience in program administration orinvolving academic, instructional or counseling activities to acquireskills necessary to plan, coordinate and implement a variety of programactivities and events.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
. Apply now!Estimated Salary: $20 to $28 per hour based on qualifications.
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