COMMUNICATIONS AND MARKETING STAFF ASSISTANT - SANFORD SCHOOL OF PUBLIC POLICY

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.

Job Description
STAFF ASSISTANT (DUKE TITLE)
Communications & Marketing Staff Assistant (Sanford Title)
(Job code 0476, Level 9)
Sanford School of Public Policy
Duke University

Work Hours
Occasional evening and weekend work is required.

Occupational Summary
The Communications & Marketing Staff Assistant in the Sanford School of Public Policy will report to and provide support to the Associate Dean of Communications and Marketing and will work closely with and provide support to the entire Communications, Marketing and Events team. S/he will organize the communications office, prepare, monitor, and verify, expenditure of budgeted funds; assist with planning and logistics for distinguished lectures and special events, and coordinate other administrative functions that enhance the communication’s team efforts, including event logistics and data projects. S/he provides administrative support for the Communications team at the Sanford School of Public Policy through information coordination, communications and project management support, events support and financial services. The successful candidate will be an integral part of the team and develop a wide range of knowledge to the varied functions of Communications, Marketing and Events at Sanford. The bi-weekly position is supervised by the school’s Associate Dean for Communications & Marketing. Work hours vary, with occasional weeknight and weekend work required. 

Work Performed
A detailed description of functional areas and tasks follows:

Information coordination (25%)

• Update contacts in databases/newsletter on a regular basis for internal and external communications. 
• Maintain mailing lists (including Emma newsletter) of faculty/staff/students. 
• Coordinate mailings and mailing lists for the team related to publications/rankings/special events, etc.
• Audit/update mailing lists for peer dean/major mailings and announcements.
• Coordinate lists as needed (faculty, alumni, student awards).
• Update/approve Duke Flyer requests.
• Assist with Sanford event registration (online and in person events).
• Maintain planning calendars for the team.
• Maintain templates, such as letterhead, PowerPoints, etc.
• Update Sanford Asana account, providing access and information around Asana to teams and ensuring follow-up on items.
• Order and review branding items for Sanford units/teams (similar to Staples orders).
• Maintain list of approved and non-approved vendors for the team, with contact information. 
• Maintain “store” room and keep track of inventory items and publications. Organize and inventory items in storage area.
• Help gather and monitor communications data to help make decisions. 
• Help with monthly roundtable agenda.

Communications team support (25%)

• Coordinate administrative functions that enhance the communications/marketing/events team efforts.
• Contribute to the team fully and represent the team to internal and external constituents in a positive manner.
• Keep faculty and staff bios updated on new Sanford website. Welcome new faculty/staff with info on Sanford website/intranet.
• Update website pages as assigned (media clips, webpage updates).
• Coordinate photo days for headshots with team.
• Gather information for weekly SNAPshot. 
• Manage and post content on Sanford intranet (Inside Sanford) as assigned. 
• Update media clips on the Sanford website (from media database).
• Help sort and tag photos and graphics in online system. 
• Help with scanning and photo organization as needed.
• Coordinate office workflow, record-keeping, and filing, ensuring the integration of electronic files.
• Other duties as interested or assigned, including writing, editing, proofreading, project management.

Events support (25%)

• Maintain and share info about event resources, including virtual event info, equipment and equipment rentals, catering, signage.
• Assist with vendor orders as assigned.
• Assist with Sanford event registration (online and in person events).
• Create nametags and promotional info for upcoming events. 
• Help with event packing, setup and teardown on site as assigned for events.
• Help on site at Sanford major events.
• Help with post-event follow-up, including partner communications, invoicing, payments, list management, event reports and event databases.
• Provide support to team members responsible for monitoring, verifying, and reconciling expenditure of budgeted funds for events.
• Must be able to work several evenings and/or weekends per year.

Financial services (25%)

• Serve as the Communications Office procurement card (SAP) administrator, monitoring and processing staff transactions.
• Prepare, monitor, and verify expenditure of budgeted funds as appropriate; file expense reports; and perform other financial duties, including processing all accounting needs for the office.
• Create monthly budget reports for the team expenses.
• Process orders for the communications team.
• Process reimbursements for staff as needed.
• Assist Communications staff members doing various administrative tasks: preparation of travel expense and other reimbursement forms, process vendor payments, manage credit card (p-card) transaction processes, SAP R/3, FedEx bills, and copying.
• Monitor, verify, and reconcile expenditures of budgeted funds including:
  • Events invoices
  • Digital marketing invoices
  • Print invoices
  • Other expenses/invoices as assigned.

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.

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. Bachelor’s degree preferred.

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.

In addition, the successful candidate will possess the following qualities/attributes:

• Excellent written and oral communication skills
• Capacity to interact well with students, faculty, staff, vendors, partners and the public
• Strong organizational and interpersonal skills
• Through knowledge of Microsoft Office
• Customer service orientation
• Project management skills

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.