STAFF ASST - Nicholas School of the Environment

Occupational Summary:
The Nicholas School of the Environment (NSOE)'s Student Services Office provides academic and administrative support, services, and leadership for on-campus Master of Environmental Management (MEM) and Master of Forestry (MF) programs, an International Master of Environmental Policy (iMEP) program, undergraduate and doctoral degree programs, a distance learning MEM program (DEL-MEM), and the Career & Professional Development Center. This department supports all day-to-day operations for approximately 350 students and periodic cohorts of visiting non-matriculated students participating in executive education courses.

This position serves as the staff assistant for the Career and Professional Development Center (CPDC), and student services leadership and team members broadly. The Staff Assistant will perform administrative support duties of a complex and confidential nature. This position must handle multiple tasks, work simultaneously with other departments, interact comfortably with students, faculty, and administrators, and work successfully as part of the Student Services team. This position must have strong financial, computer, analytical, and time management skills. This is a full-time, non-exempt position. Occasional evening, early morning and weekend hours may be required. This position is a customer-facing position and is primarily in-person, with some remote flexibility when appropriate.

This position reports to the Director of the Career and Professional Development Center.
Activities will be defined by where the greatest needs are at any point in time, and may include, but is not limited to:

Career Services & Student Services Administrative Support 

This position will be located at the Career and Professional Development Center (CPDC) office and will be responsible for welcoming and hosting visitors, students, staff, and faculty. Position will provide basic career access and programming information, scheduling information and manage office traffic flow. Position will manage career team general inbox in a timely and professional manner. Position represents the CPDC in a positive manner with both internal and external constituents.  

Manage enrichment and conference student funding process, including communicating with students about process and requirements, managing Qualtrics survey data, tracking student awards and reimbursement status, providing weekly status reports to Director.

Support CPDC ad-hoc administrative requests and programming needs, including but not limited to, supporting employer engagement, updating student email lists. Support student group funding requests and reimbursements, along with providing status reports.

Provide CPDC event support.

Use Outlook calendar, Concur, Zoom, Teams, email communication, and computer software as appropriate.

Provide coverage for student services admin desk when needed.

Distribute NSOE mail received (if needed), order student services office and event supplies.

Financial Management 

Manage CPDC student professional development funding sources, including professional degree conference and enrichment funding, internship grants, student group funding, etc. This includes developing policies, updating Qualtrics survey instrument and managing submission process, awarding funds and processing reimbursement documentation, including tracking payments and supporting any resolution matters. Liaise with NSOE business office, and/or Duke’s Travel and Reimbursement office, as appropriate.

Perform general accounting tasks for Student Services team, including but not limited to: processing receipts, procurement card charges and other financial documents, as directed, process JV's to correct any identified problems, process check requests for payments to outside vendors, process and track student reimbursements, process purchase orders and other invoices/payments, and support team members in tracking and clearing expenses. Support budget reporting and reconciliation, as requested. Maintain all financial audit files.

Respond to all corporate card transactions audits and all random inquiries/audits regarding billing and/or payments of any type. Maintain all audit files for corporate card transactions.

Event Support 

Assist with the planning, executing, and organizing of all CPDC events, including but not limited to alumni and employer visits, workshops, internship, and Stanback Fellowship events, etc.

Assist with the planning, executing, and organizing of various Student Services events, which may include biannual master’s project symposium, admitted student’s visitation weekend, orientation, graduation, student and/or staff and faculty programming events, as assigned.

Support includes providing a full range of logistical support for CPDC and other assigned student services events, and includes, but is not limited to, scheduling, coordinating arrangements with guests, contract vendors to provide catering services, decorations, Audio/Visual support, parking, registration, room reservations, coordinating with other departments/teams, supporting, and coordinating additional staff support if needed, and providing hands on assistance during event implementation, including event clean-up. Position may lead coordination and communication of staff support roles for various events, as directed by event coordinator/manager.

Assist staff with travel which may include assistance with travel arrangements, travel reimbursement processes, research on issues that may arise to support resolution, ensuring delivery of materials to remote locations as needed.

Other Duties as Assigned 

Support the School’s and University’s diversity, inclusion, and equity initiatives.

Participate in Student Services and schoolwide and NSOE community events. Actively engage in Student Services team meetings. Support development and implementation of annual team retreats.

Perform other related duties incidental to the work described herein, as appropriate. 

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.