Administrative Coordinator- Watts College of Nursing

Occ Summary

Assist department or division head in administration of department financial and operating procedures and programs.

Work Performed

Serves as Executive Assistant for the President and support for the  Associate Executive of Academics and Associate Executive of Business &  Finance. Independently prepares complex documentation, surveys, minutes, reports, charts, graphs, and spreadsheets at designated intervals and as requested. Independently creates Watts College of Nursing  (WCON) agenda and detailed minutes for WCON Team meeting, Administrative Affairs Committee, Administrative team, Regulation & Compliance Committee and WCON Advisory Board meetings. Facilitates set-up for new hires to include OIT access request, workstation set-up and building access.  Implements and maintains key fob access for students and approved DUHS employees. Serves as lead contact and administrator for the building key fob system. Monitor and evaluate program effectiveness based on surveys, investigate trends, and recommend and implement modifications to improve program effectiveness. Act as a liaison between the department and external groups. Accurately explain policy/procedures to other parties based on knowledge of the company and department guidelines. Prioritize and resolve inquiries (phone, e-mail, in person). Schedule and maintain calendar of appointments and meetings. Demonstrate ability, temperament, attention to detail and decision-making skills required to respond to high-pressure situations, work with sensitive/confidential information and represent the executive team and college.

Independently supports daily operations of the organization. Maintain financial records, monitor and verify expenditures.  Serves as lead contact for building and supply vendors. Serves as lead contact for building maintenance needs. Coordinate and manage conference room schedules for internal and DUHS partners. Ensures adequate par levels for clinical and administrative supplies. Serves as liaison for students/faculty for supply and/or building needs.

Coordinate and support events hosted by WCON to include graduation, black banding, luncheon, Student Body/Team meeting, Job fairs and Information Sessions.  Independently and accurately orders ceremony supplies, coordinates invitations and RSVPs while maintaining budget parameters.

Serves as support for financial aid, WCON Registrar and recruiting/marketing functions. Assists with the tasks of marketing, recruiting, project management, student records as needed. Actively participates in WCON open house and student orientation sessions. Adheres to local, state, regional and federal regulations.  Demonstrates a working knowledge of SAP, WattsHub and other DUHS programs and tools. 

Perform other related duties incidental to the work described herein.

Knowledge, Skills and Abilities

SUPERVISION BUDGET PROJECTIONS ANALYZE TRENDS INTERVIEWING SKILLS PERSONNEL PRACTICES ACCOUNTING/BOOK KEEPING DUKE PAYROLL SYSTEM OFFICE PROCEDURES DUKE ACCOUNTING SYSTEM CORRESPONDENCE PC WORD PROCESSING SOFTWARE PC SPREADSHEETS> N/A SOFTWARE PC DATABASE MGT SOFTWARE

Level Characteristics

Minimum Qualifications

Education

Work requires a general business background generally equivalent to a bachelor's degree in a business related field.

Preferred skills:

Three years related experiences working in higher education, executive support and/or business related to coordination of major office activities.

Two years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles or major office activities.

A master's degree in a business related field may be substituted for 2 years experience.

Proficient with Microsoft office products. SAP and other DUHS platforms.

Experience

Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business related field may be substituted for 2 years experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Degrees, Licensures, Certifications

N/A

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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.