Opening for a full time Administrative Coordinator to Duke’s Director of Trademark Licensing and Stores Operations. Provide oversight and guidance to projects of high importance. Communicate and track messages and ideas between the department’s senior staff and the Director to improve the internal processes, functions and progress of the department. Serve as the major support person to the Director, plan and direct designated administrative, financial, and operational activities for the department, of a complex and confidential nature, and play a key role in the management of the University’s Trademark Licensing Program.
Responsibilities Perform administrative duties with wide latitude for exercising discretion and judgment. Prepare communications, a portion or all of which may be composed or compiled on the basis of personal knowledge of the subject matter. As requested, or in accordance with precedent, direct communications to staff members or others for their information and/or action. Determine which correspondence to respond to personally and which to bring to the Director’s or other’s attention based on content of communication and broad knowledge of department’s programs, activities and practices.
Interpret departmental policies and procedures, making decisions on specific operating problems and issuing
instructions in the name of the department head in accordance with departmental precedents and policies.
Prepare financial and operational reports and analyses reflecting progress, adverse trends and appropriate recommendations or conclusions.
Supervise and coordinate the work of designated employees reviewing completed work for adherence to instructions or correctness.
Study various reports and records received by the Director and prepare reports and summaries for the Director.
Assist in the management of the University’s Trademark Licensing Program. Serve as the primary contact for review and approval of all internal licensing requests. Review and manage all internal product and design requests from Duke organizations, departments, events, etc., and independently approve, disapprove, and edit such requests to ensure conformity with University requirements. Ensure that all design and product requests comply with Duke’s Trademark Licensing Policy, and that all such purchases are placed with Duke Licensees only.
Assist with the monitoring and enforcement of the University’s trademark rights (i.e. market research to identify and monitor infringing uses, tracking cease & desist efforts, communicating requirements for the proper use of the University’s name, trademarks, images, logos, etc.).
Create and maintain up-to-date and accurate records of the University’s federal, state and international trademark registrations in conjunction with Duke’s Office of Legal Counsel and Duke’s licensing agent. Interface with Duke’s Office of Legal Counsel and others to ensure timely and accurate completion of trademark registrations and renewals.
Assist in researching data analytics from the University’s Licensing Agent’s consumer insights system to monitor performance of the University’s licensees in various distribution channels. Maintain the Licensing website to ensure accurate and effective information is provided to users.
Assist in tracking information related to corporate responsibility to help ensure licensees are complying with the University’s Code of Conduct.
Serve as the primary contact for internal and public inquiries to the office regarding trademark licensing (i.e. general phone calls and e-mails). Interact with persons at all levels of the University to ensure that questions and needs are addressed timely and accurately and in a professional and service sensitive manner. Communicate with key University stakeholders, alumni, and others regarding trademark licensing policies and product acquisition options.
Attend meetings to provide information and serve as a resource person. Attend events on Duke Stores’ behalf. As requested, serve as liaison with Duke faculty, staff, students, alumni, administrative personnel, legal and trademark attorneys, outside attorneys, companies, organizations, etc. Assist with and coordinate various Duke Stores’ events. Manage special projects.
Assist in the preparation of complex and diversified departmental budgets making recommendations and projections based on knowledge of program activities and departmental operations.
Compile data and statistics, financial and otherwise; prepare complex reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data, ensuring that all reports are completed accurately and delivered on time.
Compose letters and statements independently requiring interpretation and application of Duke Stores’ policies, directives, procedures, and practices and communicate information to appropriate personnel. Ensure all correspondence, written materials, and emails are prepared in a timely and accurate manner for review and distribution to meet all deadlines.
Assist in writing, proofing and editing various Duke Stores’ publications, contracts, reports and communications, ensuring accuracy and appropriateness.
Plan and manage special events for Duke Stores such as luncheons, award ceremonies, retirement parties, etc.
Advise and direct clerical or other personnel within Duke Stores Administrative Office; make work assignments and review work for accuracy and completeness.
Coordinate the director’s calendar and scheduling of meetings, appointments and other activities while ensuring prioritization of the Director’s time. Coordinate meeting arrangements; prepare briefing materials, draft agendas, task calendars, and related deliverables for meetings of the Director. Triage a high volume of email and other correspondence, projects, deadlines, etc.
Recommend various personnel actions including hiring, performance appraisals, promotions, transfers and vacation schedules. Perform other related duties incidental to the work described herein.
Required Qualifications at this Level
Work requires business, organizational, financial, analytical and communications skills generally acquired through completion of a bachelor’s degree program.
A minimum of five years of proven and successful experience in the handling of various functions related to administrative organization, communications, financial and business management, in a high-volume environment.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
· Very Strong writing, editing and proofing skills.
· Outstanding oral and written communication skills, ability to exercise diplomacy, tact, and good judgment in interacting with a wide range of people at varying levels at Duke University, as well as with those outside of the University.
· Ability to work both independently and as part of a diverse and close-working team in a fast-paced setting requiring initiative, strong organization, flexibility, sound judgment, and the prioritization of multiple demands. Ability to motivate and collaborate with peers and subordinates to achieve outstanding results.
· Proven ability to meet deadlines; goal oriented.
· Quick learner with demonstrated problem-solving skills.
· Strong attention to detail and accuracy in work performance while meeting deadlines.
· High-level of proficiency with Microsoft Office Suite (Word, Excel, and PowerPoint) including MS Outlook required.
· The ability to work in a dynamic, fast-changing environment that requires a high degree of multi-tasking.
· Experience in a university and business setting strongly preferred.
· Ability to learn and apply new technologies as needed.