Staff Assistant, Duke Divinity Admissions

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.

Staff Assistant, Duke Divinity Admissions

Reporting to the Director of Admissions Operations, the Admissions Assistant provides point of contact support to the Duke Divinity School Office of Admission. In addition to conducting daily office functions, this job has specific duties associated with assisting with all admissions campus visit programs (online, virtual, and webinars). This position uses administrative/communications/data entry skills and has a customer service orientation. Significant interaction occurs both with the public and internally with colleagues and other stakeholders.

Event Coordination

• Responsible for communicating pre and post visit with attendees.
• Serve as primary coordinator for technology used for virtual visits and webinars as well as making sure webinars are recorded and pieced together by media staff for distribution to prospective students in a timely fashion.
• Manage the development, updating, and distribution of all event surveys using provided tools. Monitor responses for quality control and provide reports and analysis assistance.
• Manage Admissions Office conference room calendar and event registration process.
• Work with Director of Admissions Operations to ensure all admissions presentations are updated.
• Assist recruitment staff in the planning and implementation of regional and off campus recruitment events.
• Help coordinate, train, and work with the Admissions Ambassadors program and Student Assistants.
• Ability to conduct tours of the Divinity School building and West Campus as needed.
• Evaluate visit program success through frequent assessment; provide reports to Director of Admissions Operations highlighting return on investment, successes, and recommendations for improvements.
• Manage daily visit requests by providing potential visitors and special groups with additional information, scheduling assistance (including working with faculty and staff for meeting times), and prompt follow-up.
• Advertise events to prospective students using email, our website, social media, and other publicity channels.
• Work closely with leadership to assist with planning and execution of all campus visit programs including, but not limited to, personalized individual and group visits, Admitted Student events, College groups, Orientations, virtual visits, specialized webinars and other special events.
• Arrange catering for all admissions events as needed. Manage working relationships with partner hotels and schedule hotel accommodations for visitors as needed. Seek ways to efficiently manage these processes.
• Assist in the development of visit, marketing, and promotional items and soliciting outside materials used for visits.

Customer Service

• Enter and edit prospective student and event data in CRM.
• Set the standard for exceptional customer service practices whether working with the public, prospective or admitted students, staff, faculty, etc.
• Assist in the development of office procedures and training/student worker manuals for admission support.
• Oversee the reception of visitors, manage phone lines (triaging calls and routing calls to appropriate recruitment staff),materials inventory, and maintain a clean, organized, and welcoming space. Order supplies and ensure that colleagues have work materials.
• Track print material and mailing expenses. Work with Director to order and maintain inventory of all marketing materials.
• Cross-train to assume other support staff responsibilities as needed and help cross-train others.
• Respond to a high volume of public inquiries via email, phone, social media, and in person.
• Delegate student worker jobs and oversee to completion as needed.
• Distribute any paper mail and route to appropriate people. Responsible for coordination and sending of mass mailings and assembling and mailing of materials for recruiting trips.
• Perform all other duties deemed appropriate for this position.
• Provide service and support to officer and director staff through the organization and completion of expense reports

Required Qualifications At This Level

Education/Training

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 three years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities. OR and equivalent combination of education and relevant experience.

Preferred Qualifications

• Event planning and excellent customer service skills
• Prior recruitment, admissions, or similar experience in a university setting
• Demonstrate the ability to take initiative in planning, organizing, and implementing multiple projects Commitment to working on a team as well as independently
• Comfort with learning new software systems and achieving competence quickly Strong existing proficiency using Zoom, Word, Excel, Outlook, PowerPoint, etc.
• Bachelor’s degree
• Successful candidates should possess a strong work ethic and be detail-oriented Interpersonal and written communication skills are essential

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.