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.
The office of Academic Programs seeks to hire a staff assistant to support the work of the office and leadership, including the Associate Dean for Academic and Formation, the Senior Director and Registrar, program directors, and other staff. The staff assistant will play an integral role in building and processing contracts and financial paperwork, managing hospitality of office events, maintaining student records, and other key administrative functions.
The Staff Assistant will join a dynamic team in the Office of Academic Programs at Duke Divinity School who implements processes, programs, and services that support the curricular and co-curricular experiences and advance retention of Duke Divinity students, a diverse group of 700+ Master’s and doctoral students, both residential and distance learners. Serving several stakeholders, including students, faculty, staff, and campus partners, the office of Academic Programs manages the registry and administration of six degree programs and nearly twenty certificates; produces term courses of instruction and manages student enrollments; provides academic and other student support through formal and informal structures; and offers student organization advising and school-wide traditional events.
The selected candidate will keep a high level of integrity in records maintenance, be able to multi-task in a fast-moving and high-traffic office, be savvy with digital systems and handle interruptions with grace. The staff assistant should possess a high level of organizational skills and attention to detail. Effective communication skills across constituency and over multiple formats (mostly email, in person, virtual/Zoom) are essential.
Operational Summary
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Responsible for the administrative support of contracts and financial processing, student records management, event coordination, and other technical functions.
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Perform daily operation and workflow for processing financial, event, and student records.
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Write and process contracts and all financial paperwork for academics/student life (total budgets $1.1 M), including instructional support and adjunct faculty contracts, p-card receipts, travel paperwork, A/P check requests and monthly reconciliation for all academic programs, guest speakers for classes; liaise with Finance and Administration to ensure efficiency and effectiveness.
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Maintain student records via all systems, as needed. Provide data for departments seeking information on registration, tuition, and other enrolled student issues.
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Complete enrollment verifications for denominations and entities that require manual review, including scholarship, ordination, and other verification paperwork.
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Schedule and provide hospitality for key events of the academic dean and program directors, including student interactions and school committees; manage room reservations, catering, and materials preparation for meetings and events such as Curriculum Committee, DMIN/MA Oversight, Premiere Day, division meetings, etc
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Contribute to the implementation of approved ADA accommodations for students, including hosting exam exceptions, preparing course materials, and sending communications.
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Supervise student employees who will serve as backup and resource for office functions.
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Ensure accuracy, confidentiality and completeness of student records, including the scanning of student files into data storage systems.
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Provide a high level of customer service to all constituents who depend on services of the Office of Academic Programs, including but not limited to students, faculty, staff, and campus partners.
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Perform other related duties incidental to the work described herein.
Required Qualifications at this Level
Education/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.
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.
Preferred Skills:
Basic to intermediate skills in the following programs: Excel, Microsoft Mail Merge, Adobe Sign.
Experience in academic departments a plus.
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Job Code: 00000148 STAFF ASST
Job Level: 08
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.