Staff Assistant

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 Staff Assistant is primarily responsible for all aspects of administrative support for services to constituents and office operations within Leadership Education at Duke Divinity. This position reports to the Administrative Coordinator and serves as a key member of a team that works collaboratively to create services of excellence for the organization’s constituents. Leadership Education is focused on forming leaders for the church and related institutions by developing and implementing a variety of programs and media for external audiences. This position is 100% funded by sponsored programs that are primarily funded by a grant through December 31, 2027 and may be renewed.

WORK PERFORMED

Financial Operations (30%)

• Complete appropriate procedures for processing payments to vendors and clearing corporate cards through Duke’s online system
• Complete appropriate procedures for depositing check payments at the Bursar’s Office
• Enter expenses and deposits into the office database system
• Process refunds through the event database
• Export and format monthly reconciliation reports from SAP

Database Operations (30%)

• Maintain constituency records in consistent manner and audit for accuracy.
• Compile data from constituency records for managing directors and program coordinators.

Office Operations (15%)

Office Communication

• Provide administrative assistance to the staff to support the accomplishment of service objectives and effective office management
• Answer telephone/email, take messages, screen calls and direct to appropriate staff members
• Reply to questions in accordance with general instructions and office procedures and policies; determine which items to respond to independently or which to bring to supervisor’s attention based on content of communication and knowledge of office activities
• Communicate instructions and/or information to and from staff members
• Greet guests and notify appropriate staff member as needed
• Screen, sort and distribute office mail (US, Interoffice, Express) and faxed documents
• Maintain office calendar including: scheduling meetings, scheduling office gatherings, arranging appointments, reserving parking and scheduling holidays
• Bring all pertinent dates to office staff’s attention
• Prepare and/or provide necessary documents for staff use in meetings
• Attend meetings as requested to provide support including but not limited to room set up/clean up, catering, taking minutes, hosting Zoom, and providing technical support
• Compose routine and general correspondence in accordance with established office procedures and as directed by supervisor

Office Assistant

• Set up and maintain varied digital files of records, reports, and correspondence required for reference and efficient operation of the office
• Compile and summarize information for regular or special reports from a variety of sources
• Operate office equipment including but not limited to: copy machines, scanners, fax machines, and calculators as required
• Order office and kitchen supplies and track orders/deliveries

Event Operations (15%)

• Process event registrations and troubleshoot registration errors in the database
• Provide customer service and support to event participants
• Process airfare charges and travel reimbursements for event participants
• Distribute registration and confirmation materials, as needed
• Support online meetings to ensure quality constituent experience.
• Prepare event materials according to the needs of the program director/coordinator
• Provide support to event faculty and speakers
• Assist program coordinator/director with event logistics including but not limited to:
• Space arrangements, catering, audio-visual
• RSVP lists
• Travel/lodging reservations
• Travel/miscellaneous reimbursements
• On-site event support, as needed

Contract Support (10%)

• Complete contract templates, submit for signatures and email with appropriate supporting documents
• Track all returned contracts, verify all documents are complete and follow up as needed
• Confirm with director when work is completed and submit for payment through Duke’s online system

Perform other related duties incidental to the work described herein (5%)

MINIMUM REQUIREMENTS

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 an equivalent combination of education and relevant experience.

Departmental Preferences

• Working knowledge of Outlook, Excel, Word, and Airtable
• Ability to learn new programs quickly
• Excellent oral and written communication
• Organizational skills
• Capable of making decisions and exercising good judgment
• Ability to prioritize work assignments for multiple staff members
• Ability to be flexible when work assignments change on short notice
• Enjoys and can effectively multitask

Anticipated Pay Range:

Duke University provides a base salary range for this position as USD $18.55 hourly to USD $27.54 hourly. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at https://hr.duke.edu/benefits/