Staff Assistant
Duke University
- Durham, NC
- Permanent
- Full-time
- Serve as the office point of contact for all telephone calls during the business day. 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 office programs and activities.
- Maintain and schedule appointments and meetings for staff. Organize and support DOS office job searches and campus visits. Organize and maintain office files of records, reports and correspondence. Maintain up-to-date knowledge of office protocols, policies and procedures.
- Assist supervisors with compiling and summarizing data for compilation of annual and bi-annual reports. Assist in preparing weekly summary reports and presentation(s) for staff meetings. Respond to requests for OSCCS conduct checks. Review reports received for supervisor(s); check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor(s).
- Maintain, review and reconcile office financial records, reconcile procurement card purchases, execute interdepartmental transfers, JV's, and prepare variance(s) reports for supervisor(s) review. Reconcile transactions on a monthly basis. Arrange travel and prepare travel expense reports. Order supplies and maintain supply inventory.
- Trouble shoots maintenance problems and oversee that the facilities are maintained and follow up on service requests.
- Support all programming functions within the NSFP, OSCCS, GnP student services office and those within the functional supervision of the directors for these areas, including but not limited to: A-Team, graduate and professional students, off-campus outreach, on-Call (risk mitigation), parent & family programs, student veterans, etc. Support programming outreach across the university community by assisting with program details, setup, and preparations.
- Assist with planning and preparation of annual programs including space reservations, order processing, and volunteer coordination.
- Other duties and tasks as assigned by supervisor(s) and/or their designees. 5%
- Minimum of two years post-secondary education plus two years relevant full-time work experience is required.
- An undergraduate degree from an accredited four-year institution and previous relevant experience working in a college/university environment is strongly preferred. Preferred candidates will have direct experience working with university student, parent, and family populations and working effectively in a team environment.
- Knowledge of University policies and practices and those of Student Affairs related to financial reporting, travel, and communications is desired.
- Excellent written, verbal, and interpersonal skills, including a friendly, professional interaction style is required. Excellent customer service skills.
- Knowledge of SAP/Duke@Work and Duke University financial practices and policy.
- Demonstrated effectiveness in working within team environments.
- Skills relevant to achieving successful relationships with students, parents, faculty, and other staff.
- Excellent organizational skills, including ability to multitask and prioritize, are needed.
- Maturity and good judgment/decision making are essential to the position particularly in relation to handling crisis related calls and confidential materials.
- Fluency with office productivity applications, database management, and web tools.
- Understanding of appropriate financial practices in a university setting.
- Understanding of university and student privacy regulations and ability to appropriately maintain that information.