Onsite Administrative Assistant, School of Nursing

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About the role

  • Serve as the primary point of contact and professional representative for the Dean’s Suite, ensuring a welcoming and efficient environment for guests, faculty, staff, and university leadership.
  • Independently manage office logistics, including supply procurement, coordination of lunches, hospitality arrangements, and maintenance of executive meeting spaces.
  • Coordinate and execute logistics for Dean-hosted meetings, breakfasts, luncheons, and receptions, ensuring timely delivery and catering.
  • Support the Dean and Chief of Staff with special projects, research, and administrative initiatives requiring independent judgment and confidentiality.
  • Maintain and organize correspondence, invitations, donor communications, and official documents using Duke Box and other university systems.
  • Collaborate closely with senior leadership, faculty, and staff to support and advance ongoing initiatives originating from the Office of the Dean.
  • Assist in managing the Dean’s complex calendar, ensuring alignment with institutional priorities and seamless coordination across departments.
  • Support travel planning for the Dean and distinguished guests, including booking transportation, accommodations, and preparing briefing materials.
  • Process reimbursements, procurement card transactions, and travel documentation using Concur and other university platforms.
  • Manage invitations, RSVPs, room reservations, IT setup, and catering logistics for high-level events hosted by the Dean’s Office.
  • Maintain highly confidential files, documents, and records, ensuring consistency between electronic and physical documentation.
  • Prepare presentations, letters of support, and research-related materials for the Dean.

Requirements

  • High school diploma plus two years of post-secondary education in a business-related field.
  • Minimum of 4 years of administrative or business experience, preferably in higher education or healthcare.
  • Proficiency in MS Outlook (calendar management), Zoom (videoconferencing), and Concur (expense reconciliation).
  • Professional business attire and demeanor.
  • Experience supporting senior executives in a fast-paced environment (preferred).
  • Exceptional organizational and time management skills (preferred).
  • Strong written and verbal communication skills (preferred).
  • Ability to work independently and collaboratively (preferred).
  • Critical thinking and problem-solving abilities (preferred).

Benefits

  • Comprehensive and competitive medical and dental care programs
  • Generous retirement benefits
  • Family-friendly and cultural programs to eligible team members

Job title

Administrative Assistant, School of Nursing

Job type

Experience level

Mid levelSenior

Salary

$44,766 - $71,706 per year

Degree requirement

High School Diploma

Location requirements

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