Staff Assistant, Career

Staff Assistant, Career & Professional Development Center

Work Arrangement: Requisition Number: 246374 Regular or Temporary: Regular Location:

Durham, NC, US, 27710

Personnel Area: UNIVERSITY Date: Jun 7, 2024

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.

Occupational Summary:
The Nicholas School of the Environment (NSOE)'s Student Services Office provides academic and administrative support, services, and leadership for on-campus Master of Environmental Management (MEM) and Master of Forestry (MF) programs, an International Master of Environmental Policy (iMEP) program, undergraduate and doctoral degree programs, a distance learning MEM program (DEL-MEM), and the Career & Professional Development Center. This department supports all day-to-day operations for approximately 350 students and provides program coordination for approximately 130 doctoral students and 200 undergraduate students.

This position serves as the staff assistant for the Career and Professional Development Center (CPDC), and student services leadership and team members broadly. The Staff Assistant will perform administrative support duties of a complex and confidential nature. This position must handle multiple tasks, work simultaneously with other departments, interact comfortably with students, faculty, and administrators, and work successfully as part of the Student Services team. This position must have strong financial, computer, analytical, and time management skills.

This is a full time, hourly (non-exempt) position, and is based at Duke University’s Durham, NC campus. This position is student-facing and requires a Monday through Friday work schedule, generally on campus. Some remote work flexibility may be considered dependent upon candidate and business needs. Occasional evening, early morning, and weekend hours may be required to support CPDC and Student Services events. This position reports to the Director of the Career and Professional Development Center.

Activities will be defined by where the greatest needs are at any point in time, and may include, but is not limited to:

Career Services & Student Services Administrative Support (25%):

This position will be located at the Career and Professional Development Center (CPDC) office and will be responsible for welcoming and hosting visitors, students, staff, and faculty. Position will provide basic career access and programming information, scheduling information and manage office traffic flow. Position may respond to emails in career team general inbox in a timely and professional manner. Position represents the CPDC in a positive manner with both internal and external constituents.

Control and maintain files of records, reports and correspondence required for reference and efficient operation of department; ensure maintenance of up-to-date management and procedural manuals and related records. Compile data and statistics; prepare complex reports and proposals requiring the identification of sources, compilation, analysis, and evaluation of data, as directed.

Support CPDC ad-hoc administrative requests and programming needs, including but not limited to, supporting employer engagement, sharing job postings on CPDC social media sites, updating student email lists.

Provide coverage for student services admin desk when needed. Order student services office and event supplies when needed.

Financial Management (35%):

Manage CPDC student professional development funding sources, including professional degree conference and enrichment funding, internship grants, student group funding, etc. This includes developing policies, updating survey instruments, and managing submission process, awarding funds and processing reimbursement documentation, including tracking payments and supporting any resolution matters. Liaise with NSOE business office, and/or Duke’s Travel and Reimbursement office, as appropriate.

Perform general accounting tasks for Student Services team, including but not limited to processing receipts, procurement card charges and other financial documents, as directed, process JV's to correct any identified problems, process check requests or purchase orders for payments to outside vendors, process and track student reimbursements, process purchase orders and other invoices/payments, and support team members in tracking and clearing expenses. Support budget reporting and reconciliation, as requested. Maintain all financial audit files.

Respond to all corporate card transactions audits and all random inquiries/audits regarding billing and/or payments of any type. Maintain all audit files for corporate card transactions.

Event Support (35%):

Assist with the planning, executing, and organizing of CPDC events, including but not limited to administrative meetings, alumni and employer visits, workshops, internship related events, Stanback Fellowship events, etc.

Assist with the planning, executing, and organizing of various Student Services events, which may include biannual symposiums, admitted students’ visitation, orientation, graduation, student and/or staff and faculty programming events, and team retreats and meetings, as assigned. This position has a specific focus on arranging hybrid technology for meetings and events using zoom, MS Teams, projecting presentations, etc.).

Support includes providing a full range of logistical support for CPDC and other assigned student services events, and includes, but is not limited to, scheduling, coordinating arrangements with guests, contract vendors to provide catering services, decorations, Audio/Visual support, parking, registration, room reservations, coordinating with other departments/teams, coordinating additional staff support, and providing hands on assistance during event implementation, including event set-up and clean-up. Position may lead coordination and communication of staff support roles for various events, as directed by event coordinator/manager.

Assist staff with travel which may include assistance with travel arrangements, travel reimbursement processes, research on issues that may arise to support resolution, ensuring delivery of materials to remote locations as needed.

Other Duties as Assigned (5%)

General duties may include:

Engaging in Student Services and CPDC team meetings, retreats, team building activities. Supporting general Student Services activities and events, as directed, including but not limited to team retreats, orientation, symposiums, admitted students programming, and graduation. Participating in Nicholas School community events, as appropriate Supporting the School’s and University’s sustainability and DEI (diversity, equity, and inclusion) and community building initiatives.

Perform other related duties incidental to the work described herein. 

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.

Preferred Qualifications

Strong interpersonal skills with the capacity to interact well with students, staff, faculty, alumni and guests. Customer service oriented. Desire to be collaborative and support multiple stakeholders. Strong organizational skills with impeccable attention to detail and follow-through, ability to produce quality work in a timely fashion. Must be proficient with learning new and existing technology, including AV systems. Thorough knowledge of Microsoft Office. Must have intermediate or higher working knowledge of spreadsheets and use of spreadsheet functions (i.e., Excel and Excel functions). Ability to use/learn a variety of software programs including Concur, Zoom, Teams, Handshake. Excellent written and oral communication skills Project management skills, including ability and desire to work on multiple tasks simultaneously Familiarity with Duke University and its systems (software, campus, etc.) Prior events coordination and implementation experience Capacity to exercise independent judgment and maintain confidentiality Self-starter willing to take initiative, seek guidance when needed, and see projects through to completion with little guidance and oversight Occasional heavy lifting required during set-up and breakdown of events Resume and cover letter required for consideration

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 administrative support or a related business field. 

Experience

Work generally requires four 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 AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE 

Skills

N/A

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 administrative support or a related business field.

Experience

Work generally requires four years of related secretarial/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.

Nearest Major Market: Durham
Nearest Secondary Market: Raleigh

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