Lab Administrative Assistant, Nicholas School of the Environment

Duke University - Durham, NC

Full-time - Entry Level

Durham, NC

10,001+ employees

Educational Services

About the position

The Lab Administrative Assistant at Duke University's Community Environmental Health and Justice Collaboratory plays a crucial role in managing administrative tasks and supporting research initiatives led by Dr. Anaís Roque. This position involves coordinating various projects, ensuring effective communication, and facilitating event planning, all while maintaining a focus on the goals and objectives of the Collaboratory's work in the Food, Energy, and Water nexus.

Responsibilities

• Coordinate and manage appointments, meetings, and events.
• Maintain and update calendars for different projects and activities.
• Handle incoming and outgoing correspondence, including emails and phone calls with stakeholders, lab students, and contractors.
• Draft and proofread documents, reports, and presentations for projects.
• Assist in the administrative activities for the Collaboratory's projects, ensuring alignment with project goals and timelines.
• Prepare materials for research activities and meetings.
• Supervise and facilitate the planning and execution of workshops, meetings, and conferences, including logistics, scheduling, and communication with participants, project partners, and stakeholders.
• Prepare periodic reports, financial statements, and records on program activities, progress, status, or other special reports for management or outside agencies, and deliver required reports to funders in a timely and complete way.
• Support travel logistics for Dr. Roque and any project team members, ensuring all travel-related expenditures are properly processed and reported.
• Act as the primary liaison between the Collaboratory and external partners, including community organizations, funding agencies, and other stakeholders.
• Perform other related duties as assigned.

Requirements

• Proficient in coordinating and managing appointments, meetings, and events.
• Ability to maintain and update calendars for multiple projects efficiently.
• Strong verbal and written communication skills for handling correspondence with stakeholders.
• Skilled in drafting and proofreading documents, reports, and presentations.
• Experience in assisting with administrative activities to ensure project goals and timelines are met.
• Capable of preparing materials and resources for project meetings.
• Knowledge of tracking expenditures and ensuring compliance with financial policies.
• Proficiency in Microsoft Programs: Word, Excel, PowerPoint, Form, Planner, Teams and related.
• Strong work ethic and ability to work independently and as part of a team in a fast-paced, results-oriented environment.

Nice-to-haves

• Bachelor's degree in a related field with three years of administrative or coordination experience, or a Master's degree in a relevant field with two years of experience.
• Prior experience in managing research projects or similar initiatives.
• Experience working within a university setting, particularly in managing projects and supervising staff.
• Experience in developing and managing research proposals and budgets.
• Spanish language competency is preferred but not required.

Benefits

• Opportunity for professional development and growth within a leading research university.
• Possibility of contract renewal after one year.