STAFF ASST (Durham, NC, US, 27710)

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.

Join us as we reshape higher education and develop the next generation of global technical leaders. We’re looking for a motivated, innovative, and detail-oriented Staff Assistant to support administrative responsibilities and develop process improvements, helping to foster the rapid growth of Duke’s Institute for Enterprise Engineering and Engineering Master’s programs.

If you enjoy working collaboratively to solve complex challenges, have an analytical thought process, and thrive in a fast-paced dynamic environment, then we encourage you to apply. This is a great opportunity to be a part of something bigger. Join the culture, tradition, prestige, and impact of Duke University and its globally renowned Pratt School of Engineering.

Occupational Summary:

Perform impactful administrative and operational duties of a complex and confidential nature in support of the Engineering Master’s Programs and Institute for Enterprise Engineering, acting on behalf of leadership to drive and facilitate varied clerical and administrative responsibilities, and to maintain and improve the efficiency of organizational operations.

Position will report to the Administrative Manager.

Work Performed:

HR Support (30%)

• Support scheduling of candidate interviews and collecting and compiling of candidate feedback.
• Schedule onboarding meetings and activities for new employees.
• Support the scheduling of community-building activities.
• Organize and maintain divisional or departmental records. Maintain the database for all department keys.
• Work with the HR specialist and Administrative Manager to support student worker hiring, payroll and timecard submission and approval.

Finance (30%)

• Support Engineering Master’s Programs and Institute for Enterprise Engineering financial management and transactions.
• For designated employees, create and submit staff corporate card expense reports.
• Provide support for student reimbursements and report on student expenses.
• Provide accounts payable support.
• Assist in the preparation of complex and diversified reports and proposals requiring identification of sources, compilation, analysis, and evaluation of data.

Operations (30%)

• Manage the Institute for Enterprise Engineering shared spaces. This includes ordering office supplies and other items needed in the day-to-day operation of the office.
• Oversee and manage access for student areas, lockers, mailboxes, printers, recycling, conference rooms, and staff office areas.
• Assist Engineering Master’s and Engineering Management staff in scheduling meetings, seminars, workshops, receptions; coordinate visitors; select and prepare speaker and marketing gifts and other activities.
• Support orientation, graduation and other program-wide events which includes ordering catering, room reservations, assisting with overseeing student volunteers, purchasing materials for new incoming students and graduates, as well as other tasks related to event planning.
• Secure room reservations and provide meeting support, including meeting notes, as needed.
• Manage Institute for Enterprise Engineering parking passes for adjunct faculty and visitors.
• Assist in the preparation of complex and diversified reports and proposals requiring identification of sources, compilation, analysis, and evaluation of data.

Leadership Support (10%)

• Provide support services to the Associate Dean of Master’s Programs, the Director of the Institute for Enterprise Engineering and the Managing Director of the Engineering Master’s Programs.
• Compose letters and statements independently requiring interpretation and application of policies, procedures, rules, and regulations.
• Assist in scheduling meetings, coordinating visitors, preparing expense reports, and other activities as assigned.

Participate in EMP-wide events including admitted student day, graduation, orientation, etc.

Perform other related duties incidental to the work described herein.

Skills:

Independent thinker with strong work ethic and good organizational and implementation skills. Good problem solving and attention to detail is required. Strong written and verbal communication skills are necessary. Ability to work in a dynamic, emerging, and complex environment; and to be a champion for change and continuous improvement. Proficiency with Microsoft Office is required and strong Microsoft Excel skills are necessary for this position. Demonstrated ability to handle multiple tasks and deadlines simultaneously.

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 and 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.