ADMINISTRATIVE ASSISTANT

Position Summary

The Department Chair Assistant provides high-level administrative, operational, and financial support to the Neurobiology Department Chair, Chief Administrative Officer (CAO), and senior faculty, including the Vice Chair for Research. This position ensures the efficient management of the Chair's schedule, communications, and academic leadership responsibilities. The role also supports the Director of Graduate Studies (DGS), primarily through calendar management and scheduling.

The Chair Assistant requires exceptional organizational skills, discretion, and the ability to work independently while managing complex and confidential matters in a dynamic academic environment. This individual serves as a key liaison among the Department Chair, faculty, administrative leadership, and institutional partners.

Responsibilities

Executive and Administrative Support (40%)

• Serve as the principal administrative partner to the Department Chair, CAO, and senior faculty, independently managing and strategically prioritizing highly complex and competing calendars to ensure leadership focus on critical departmental, academic, and operational priorities. Anticipate needs, exercise discretion in resolving conflicts, and coordinate high-visibility meetings, travel, and executive briefings.
• Direct and oversee daily operations of the Chair's office, advancing administrative effectiveness by supporting departmental committees and senior faculty initiatives. Contribute to the development, implementation, and refinement of policies and procedures that enhance operational efficiency and institutional alignment.
• Represent and support the Department Chair in communications and stakeholder engagement, drafting and synthesizing complex correspondence, reports, and presentations requiring analysis, policy interpretation, and sound judgment. Serve as a trusted point of contact for internal and external constituents.
• Interpret and apply University policies and procedures in support of recruitment, faculty affairs, awards administration, and departmental initiatives. Independently resolve issues within scope of authority and escalate matters of institutional risk or strategic significance as appropriate.
• Develop executive-level analyses and briefing materials by collecting, synthesizing, and presenting data to inform leadership strategy, faculty affairs decisions, and programmatic planning.
• Lead the planning and execution of high-profile departmental programs and events, including faculty recruitment visits (managing interview schedules, meeting logistics, and candidate itineraries), distinguished guest visits, departmental retreats, seminar series, and award ceremonies. Oversee logistics, vendor coordination, financial stewardship, and stakeholder communications to ensure seamless execution and strong institutional representation.
• Oversee the management of confidential and sensitive records, including proprietary and personnel-related materials, ensuring strict confidentiality, regulatory compliance, and adherence to institutional documentation standards.

Department Seminars and Events (30%)

• Partner with Vice Chair for Research, department faculty and graduate students to plan and oversee the department's weekly seminar series, ensuring alignment with academic priorities and strategic goals.
• Coordinate all aspects of external speaker visits, including job candidates, managing travel arrangements, developing itineraries, and serving as primary point of contact.
• Oversee seminar logistics, including venue coordination, audiovisual recording, catering, and reconciliation of related expenses in compliance with University financial policies.
• Support graduate program engagement related to seminars, including graduate recruitment activities and coordination of student seminar events.

Faculty Affairs and APT Administration (20%)

• Support the Department Chair, CAO, APT Committee, and faculty on appointment, promotion, and credentialing procedures in accordance with the Duke Faculty Handbook.
• Manage APT packets ensuring all materials are accurate, complete, and submitted within required deadlines.
• Assist with faculty recruitment and offer materials, maintaining communication with the Chair and Business Manager regarding status, progress, and issues.
• Assist the department chair and CAO with the annual faculty performance evaluation process, including scheduling reviews, collecting documentation, entering data into dFAC, and maintaining departmental records.
• Utilize university systems such as Duke@Work, Outlook, Box and Teams to coordinate scheduling, documentation and information sharing.

Financial Stewardship and Administrative Operations (10%)

• Monitor, reconcile, and oversee travel reimbursements and discretionary expenses associated with the Chair's accounts to ensure accuracy, appropriate fund allocation, and compliance with institutional policies.
• Prepare and process travel and expense reports for the Department Chair, DGS, graduate students, and designated award recipients, ensuring proper documentation and adherence to University guidelines.
• Administer the Ellen Luken Travel Scholarship by tracking award recipients, coordinating reimbursement procedures, confirming funding sources and award amounts, and collaborating with grants and financial staff to ensure timely and compliant disbursement.
• Support departmental procurement and financial operations, including Accounts Payable check requests, purchase orders, Buy@Duke transactions, and monthly reconciliation processes with goods receipt verification.
• Maintain current knowledge of institutional financial systems, policies, and administrative best practices through ongoing training and professional development to ensure compliance and operational effectiveness.
• Provide operational support to ensure continuity of departmental functions, including visitor coordination, supply management, and serving as backup support to administrative staff during absences or peak workload periods.

Required Qualifications at this Level

Education/Training

Work requires analytical, communications, and organizational skills normally acquired through completion of a bachelor's degree program.

Experience

Work requires a minimum of two years administrative experience in an academic or research setting.

Skills

Must have excellent written and verbal communications skills.

Thorough knowledge of MS Word and PowerPoint is required.

Familiarity with Adobe Acrobat is required.

Knowledge of Duke systems is preferred.

Understanding of global geography, culture, and issues is preferred.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Duke University is an 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, (including pregnancy and pregnancy related conditions), sexual orientation, or military 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.