Staff Assistant - Part Time

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.

General Function:

Perform responsible administrative and secretarial duties of a complex and confidential nature in support of major departmental or divisional activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations.

Characteristic Duties and Responsibilities:

Administrative

• Provide clerical support for committees, special projects and tasks forces
• May perform a variety of administrative tasks including scheduling and maintaining calendar, making travel arrangements, scheduling and coordinating meetings, and processing time sheets
• Assist in preparing reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data
• Maintain up-to-date management and procedural manuals, directives, and related records
• Process detailed program applications and verifies information accuracy.
• Screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of communication and knowledge of departmental programs and activities
• Respond to complex inquiries and requests; serve as informational resource to staff.
• Communicate effectively with prospective students and other departments college-wide via phone, email and appointments
• Provide data processing support for tuition-support awards and stipends
• Organize and maintain divisional or departmental files of records, reports and correspondence required for reference and efficient operation of division or department
• Schedule, coordinate, and support arrangements for seminars, conferences, and other program events.
• May create contracts and rate schedules for program staff and instructors; may coordinate payments; may research and resolve payroll discrepancies
• May monitor inventory and supplies; may prepare requisitions; may order supplies.
• May draft a variety of correspondence and memos for supervisor’s approval; may type and proofread manuals, books, and other material; may create forms for Department use.
• Take and transcribe dictation; type letters, reports and records ensuring grammatical accuracy, conformance with established procedures and factual correctness.

Marketing and Communications

• Maintain social media presence
• Prepare monthly/quarterly program newsletters
• Maintain and consistently update Program in Education webpages

Reporting Relationships:

Direction Received: Reports to the Program Director

Knowledge, Skills, Abilities and Worker Characteristics

Knowledge of standard office procedures and equipment

Knowledge of computer and office applications

Writing and proofreading skills

Strong customer service/communication skills

Knowledge of multimedia platforms and webpage management/design

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 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.

Job Code: 00000148 STAFF ASST
Job Level: 08

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 collectivesuccess 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 Universityand Duke University Health System may include essential job 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.