Staff Assistant, Alumni Relations and Visitor Services, Duke Alumni Engagement and Development

Staff Assistant

Karsh Alumni Relations and Visitor Center, AED

Occupational Summary

Perform receptionist and administrative duties to support the day-to-day operations of the Karsh Alumni and Visitors Center (KAVC) while providing outstanding customer service to all visitors.

Work Performed

PLEASE NOTE: This is a full-time position and must be available for nights and weekends as needed.

Serve as Karsh Alumni and Visitors Center liaison for alumni, visitors, students, faculty and staff visiting the center. Duties include greeting visitors, answering phone calls, addressing visitor questions/concerns, providing directions (both within center grounds and campus) and notifying staff members of their meeting arrivals.

Follow opening/closing procedures as well as overall center guidelines and protocols. Maintain daily schedule of events and visitors. Provide facilities oversight including identifying potential security and maintenance issues, seeking solutions to identified problems. Assign facility cards to vendors as needed and maintain checkout list. Update operations manual(s) as needed.

Understand Virtual Duke (technology) opportunities and events for the day/upcoming week. Be comfortable offering basic support/collaboration with other department staff members present in the center for a specific program/event.

Have the ability to provide information about the center’s event spaces and reservations. Actual bookings will be handled through CES.

Assist with logistics and coordination of center events including, but not limited to: room and basic audio-visual set-up and break-down and event-related custodial follow-up as needed.

Provide facility tours as needed.

Use internal alumni and development database (DADD) to assist alumni in locating classmates, updating addresses and confirming giving information, understanding that at times, work could be confidential in nature.

Support AED on Karsh events, programming and special projects.

Currently, Karsh Alumni & Visitor Center hours are 8:30 a.m. to 5:30 p.m., Monday through Friday, and 9:00 a.m. to 6:00 p.m. on Saturday. These hours are subject to change.

Perform other related duties incidental to the work described herein.

Behavioral Competencies

Be dependable and have schedule flexibility

Strong customer service skills

Ability to multitask with a smile

Be conscientious and responsible

Be detail oriented and organized

Initiative and ability to work independently as well as be a part of a team

Skills

Competence using MS Office; particularly Excel, Word and Outlook. Intermediate knowledge of Excel preferred.

Excellent oral and written communications skills and ability to handle switchboard while performing other tasks.

Familiarity with online databases and ability to navigate via the Web. Will learn Duke platforms including the Duke Alumni Network, Giving at Duke, Donor Portal, DADD and Enquire.

First-rate customer service and organizational skills required.

Ability to maintain positive demeanor and to operate as the first ‘face and voice’ of the Alumni Engagement and Development Office.

Minimum Qualifications

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.

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.

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.