• Job Description

  Req#: 236452

  Duke University:

  Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

  Job Title: Staff Assistant

  Job Summary:
  This position contributes to enhancing undergraduate education at Duke by providing administrative support to the Academic Resource Center (ARC) and the Office of Undergraduate Education’s Division of Student Success. The incumbent supports major activities of the division to ensure efficient operations.

  The Office of Undergraduate Education is committed to creating an accessible, supportive environment and an educational experience that recognizes diversity and cultural competence as integral components of academic and organizational excellence. Candidates who can contribute to that goal, and who meet the qualifications for this position, are encouraged to apply and to identify their strengths in this area.

  
  Work Performed:

  Operations (65%)

  • Interpret new directives, policies and regulations that relate to the division and inform appropriate staff of changes.
  • Make decisions on specific operating problems and issue instructions after consultation with the Assistant Vice Provost for Undergraduate Education, Student Success (AVP Student Success) and/or ARC Associate Director.
  • Serve as the first point of contact for email and phone inquiries; provide initial responses to student, parent, faculty and staff requests and concerns; refer to AVP Student Success and ARC Associate Director as appropriate.
  • Maintain up-to-date management and procedural manuals, directives, and related records.
  • Compile and summarize data and assist in preparing weekly, monthly and annual reports and special reports requiring analysis and evaluation of data.
  • Review reports received for AVP Student Success and ARC Associate Director; compare with source documents and bring significant items, changes, errors or omissions to their attention.
  • A ssist in the preparation of departmental or divisional budgets making recommendations and projections based on program activities and departmental/divisional operations.
  • Organize and maintain division and departmental files of financial records, reports, service records, and correspondence required for reference and efficient operation.
  • Maintain ARC calendar and learning consultants’ calendars and assist with scheduling for the AVP Student Success.
  • Assist with minor updates and maintenance the ARC website and data management systems.
  • Support the ARC’s social media presence, digital outreach, and design of outreach materials
  • Develop and implement process for distribution of office keys, parking passes, student textbook resources, ARC mail/packages, etc.
  • Coordinate with Facilities for office space management, building access and maintenance and housekeeping service requests
  • Assist with logistics for onboarding new employees as needed.
  • Coordinate space and equipment reservations.
  • Order and organize office and advertising/promotional supplies.
  • Record and distribute minutes of regular office meetings.

  Programming (30%)

  • Provide administrative support for division programs and services such as analyzing Study Connect requests, matching students, and sending email correspondence; assisting with coordination of SAGE and Peer Tutoring program logistics including setting up student groups, managing attendance records; etc.
    • Coordinate special projects and programs and event planning across the division as requested to include vendor research, analysis and selection; schedule and coordinate speakers; determine and coordinate location details; develop and maintain event budgets, etc.

  Other (5%)

  • Support ARC and division-wide outreach efforts as requested.
  • Supervise student staff including providing daily work assignments and managing payroll process.

  The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

  Required Qualifications.

  At least 2 years of post-secondary education or equivalent work experience.

  Preferred experience/skills:

  • A bachelor’s degree is strongly preferred.
  • Strong oral, written, and intercultural communication skills.
  • Sound planning, organizational, and problem solving skills
  • Fluency with desktop applications such as the Microsoft Office Suite and familiarity with data management systems.
  • Incorporates an anti-racist and anti-oppressive lens into work responsibilities and processes.
  • Experience working directly with and elevating the ideas of people from diverse racial, ethnic, and socioeconomic backgrounds.
  • Ability to serve as an advocate for individuals of all backgrounds.
    

  To apply, submit a cover letter describing your interest in the position and your qualifications, a CV or resume, and contact information for three professional references. Applications will be considered on a rolling basis.

  Please note that OUE is following an anti-racist and equitable hiring process, and therefore will not be advantaging candidates by fielding questions related to the nature of the position from applicants. All information relevant to the position is included in the job description.

  Minimum Qualifications

  Education

  Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.

  Experience

  Work generally requires four years of relatedsecretarial/clerical OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

  Duke is an Affirmative Action/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, sex, sexual orientation, or veteran 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.

  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.

• About the company

  Duke University is a private research university in Durham, North Carolina.

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