STAFF ASSISTANT - PART TIME

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

Serve as Financial Assistant and Front Desk for the department of Art, Art History & Visual Studies. This position is part-time (20 hours/week), reports to the Departmental Business Manager, and will join a core administrative team of six.

Work Performed

Financial assistant

Prepare expense reports in Concur for all departmental faculty: track the timely submission of all receipts and associated information from faculty, following up when needed; prepare and code appropriately expense reports in Concur; track expense report workflows and follow up when needed; respond to inquiries and provide backup documentation if requested.

Point-of-contact for the Visual Arts program for ordering classroom/studio supplies, scheduling/paying models, etc.

Assist Chair in processing program support for events outside of the department through managing fund transfers to other Duke accounts.

Front office operations

Front desk: triage walk-in, email and call-in inquiries,  determining which to respond to or which to bring to supervisor's attention based on content of communication and knowledge of departmental programs and activities and making proper referrals as necessary; order office supplies in Buy@Duke; collect/sort/distribute mail and library deliveries, and arrange shipments; empty recycle bins. Monitor general cleanliness and tidiness of the public areas; arrange/remove/replace fliers, posters and brochures as appropriate.

Support new faculty hires with office set up, supply needs, room reservation for programming, and other basic department procedures.

Assist the events coordinator with set-up/strike-down.

Assistant to the Chair and Business Manager

Assist with scheduling of meetings and ad hoc needs. Arrange for and schedule appointments and meetings; interview callers; answer questions concerning departmental activities; transmit instructions and/or information to and from staff members; prepare necessary documents for supervisor's use in meetings; may attend meetings to take minutes or provide information as requested.

Other duties as assigned.

Minimum Qualifications

Education

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two yearsof post secondary education in secretarial science or a related business field.

Experience

Work generally requires two years of related secretarial/clerical OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE activities. experience to acquire skills necessary to administer office functions related to office management, communications, and budgetary/accounting

Skills

As first point-of-contact for email, phone, and in-person inquiries, this position requires excellent written and verbal communication skills, as well as a thorough understanding of departmental operations and roles, so as to appropriately respond to or triage those inquiries. A solid foundation in general office computer skills (scheduling, email, MS Word and Excel) is necessary, as well as the capacity to learn new software/systems as required for the work.

Job Code: 00000708 STAFF ASST
Job Level: 07

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 collectivesuccess 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 Universityand Duke University Health System may include essential job 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.