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

This position will provide reception services for the Sanford School of Public Policy (SSPP).  This position will also work as a team member in conjunction with the Sanford School Central Administration Office, providing support to School faculty and staff members in maintaining efficiency of office operations in a professional and courteous manner in accordance with general instructions and office procedures and policies.  The position will be supervised by the Dean’s office Administrative Coordinator.

WORK PERFORMED

A detailed description of functional areas and tasks follows:

Reception/Administrative Office Services

• Answer main phone number for the Sanford School; determine which calls to respond to or which to route to appropriate individual, center or program in the School; keep abreast of activities occurring within the School in order to answer questions about such activities regarding event parking, time, location and driving directions to School.
• Manage the School’s lost and found.
• Order Sanford School letterhead and envelopes for the administrative offices and Sanford School faculty.
• Sign for deliveries (e.g., FedEx, UPS) and forward shipments to appropriate individuals.
• Advise Building Manager of facility-related problems and issues.
• Order office supplies for supply cabinet along with copier paper for office use and printing labs in Sanford Building per request.
• Order FedEx supplies and maintain stock inventory.
• Serve as backup or secondary role for calling in copier maintenance requests.
• Send out general emails.
• Sorts and distributes the mail in the Sanford Building in the appropriate mailboxes as needed.

Faculty/Staff Support

• Assist faculty/staff members performing various tasks: preparation of reimbursement requests, travel expense forms, FedEx airbills, mailings, typing letters/correspondences, and PowerPoint.
• Assist faculty in class preparation by ordering examination copies of books and putting items on Sakai/Canvas. 
• Schedule appointments, meetings and catering for various faculty members events.
• Corporate Card initiator, monitor and process expenditures of assigned faculty and staff.

• Provide faculty ad hoc committee support
• Perform special projects and work as needed.

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.

DEPARTMENTAL PREFERENCES

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

• Excellent written and verbal communication skills
• Excellent interpersonal skills
• Strong organizational skills and attention to detail
• Ability to work independently and accurately in a fast–paced environment
• Familiarity with Duke’s SAP R/3 accounting system is preferred
• Financial Specialist Certification is a plus
• Microsoft Office suite
• Internet browsers: Internet Explorer, Firefox Mozilla
• Adobe Acrobat
• Knowledge in Sakai/Canvas

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.

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.

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.