Program Staff Assistant - Office for Institutional Equity

Duke Careers
 Durham, NC

The Program Staff Assistant will perform administrative and receptionist duties to support the Discrimination Prevention and Compliance Team in the Office for Institutional Equity. The qualified person will report to the Intake and Assessment Manager and have a dotted line to the Office Manager.

Work Performed:

Administrative Support (70%)

  • Provide calendar management for: (1.) Harassment and Discrimination Prevention and Compliance AVP (2.) Intake and Assessment Manager and (3.) Deputy Title IX Coordinator. Schedule intake appointments for Intake Manager.
  • Arrange and handle logistics for internal and external meetings related to the Compliance Team Meetings and Compliance Leaders.
  • Organize and submit investigative packets for compliance hearings. Organize materials for compliance-related education/training, including policies, documents explaining process, PowerPoint sildes and resource lists.
  • Prepare documents and agendas for compliance meetings, including data reports on complaints and investigations; attend meetings to take minutes as requested.
  • Assist in data-entry and input. Assist in maintenance of filing/organizational database systems for Harassment and Discrimination Prevention and Compliance and Title IX areas.
  • Assist with office distributions lists, mailing labels, large mailings, etc.

Customer Service and Operations Support (30%)

  • Receptionist Duties: Answer OIEs main phone line and respond to all inquiries: collect information; answer questions concerning departmental activities; transmit instructions and/or information to and from staff members and make proper referrals. Categorize, log, and monitor progress of inquiries, calls and requests.
  • Greet visitors, notifying staff members of meeting arrivals, and address visitor questions. Provide parking passes or directions, all while practicing professionalism and a high-level of discretion due to sensitive and confidential matters.
  • As part of the support staff team, assist in the logistical planning and support for department functions and events as needed.

Education and Experience:

Education and Training: 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. Prefer Bachelors degree.

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, preferably in a higher education setting.

Skills and Abilities:

Efficient time management: ability to organize work effectively to meet deadlines, exhibit promptness, and dependability.

Strong organizational skills: detail-oriented, and highly adept at multi-tasking, problem-solving, and prioritizing tasks.

Strong interpersonal and customer service skills: proven collaborative and enthusiastic work style, must exhibit strong initiative and flexibility.

Excellent written and oral communication skills.

Ability to interact with individuals in high stress situations or who might be difficult, in a manner that is calming and respectful.

Ability to work with highly confidential information.

Microsoft Office Suite proficiency (Word, Outlook, Access, Excel and PowerPoint).

Ability to learn and become efficient in the use of database and/or case management software.

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 ideasan 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.