ADMINISTRATIVE INTERN

Location
Durham, NC
Posted
Apr 13, 2017
Institution Type
Four-Year Institution

ADMINISTRATIVE INTERN
PAS Adm - UG Fin Aid

Occupational Summary

Duke University has an opening for a full-time Summer Fellow of the Washington Duke Scholars Program. The Summer Fellow will execute a variety of special projects in service of the mission of the Washington Duke Scholars Program. These projects include serving as a liaison to 60 scholars, planning programs and events, and coordinating with organizations at Duke University or the surrounding community. The fellow will assist in the maintenance of the WDS listerv, newsletter and other communication outlets to reach the WDS community and beyond. This position will begin mid-May and lasts until mid-August, which comprises of the preparation and fruition of the Washington Duke Scholars Summer Academic Experience. This position will be 40 hours a week, and includes some weekend work or events. The fellow will work closely with the Program Coordinator and Staff Specialist to coordinate events and programs for the Washington Duke Scholars Summer Experience.

Work Performed:
Programming & Event Planning
  • Work with faculty and staff from other on-campus departments. Contact and schedule meaningful visits, while incorporating learning objectives and outcomes.
  • Schedule and attend meetings with staff and administrators to plan collaborations.
  • This also includes making room reservations, advertising, and in some cases purchasing snacks and refreshments.
  • Attend these campus/department visits with the scholarsto oversee its progress.
  • Coordinate closely with the Program Coordinator to plan off-campus events with various community partners, businesses, companies, or organizations.
  • Attend off-campus activities and events with other WDS staff. The summer academic experience does require some weekends and after work hours activities.
  • Track scholar attendance to mandatory meetings, activities, and events.
  • Develop a tracking system to keep record of those present, absences, excused absences, illnesses, etc.
  • Oversee the 10 WDS Summer Assistants with the Program Coordinator. This involves remaining in constant contact with upperclassmen Duke students to organize and coordinate logistics of activities, meetings, and events.
  • Help with the move-in process of 60 scholars.
  • Assists family members who accompany their scholars to campus during family orientation
  • Clean and organize residence hall at the beginning and end of the summer
  • Assists Program Coordinator and Staff Specialist with purchases for dormitory
  • Actively engage scholars in community building activities. This may include facilitating dialogues or playing a group activity.
  • Serve as a mentor to scholars or Summer Assistants
  • Maintain contact with travel company to arrange and confirm each off-campus activity.
Administrative
  • Assist staff office by answering phones and responding to requests for information or assistance.
  • Stuffing and mailing WDS offer letters to already admitted incoming Duke students.
  • Create and send scholarship certificates for incoming class of Washington Duke Scholars.
  • Disseminate informational emails to scholars and summer assistants.
  • This consists of constant communication in preparation for their arrival to campus, during the six-week academic experience, and after their departure as they prepare to return in the Fall
  • Create promotional pieces for social media, newsletters, and listervs to inform students of upcoming engagements
  • Design PowerPoint presentations, and Excel spreadsheets for student meetings
  • Maintain communication with other departments and centers to gather information about opportunities and resources they offer or are trying to disseminate to students
  • Create and collect data through online surveys on scholars, Summer Assistants, and family experience during and after the Summer Academic Experience.
Required Qualifications at this Level

Education/Training:
Education Work requires analytical, communications, and organizational skills generally acquired through completion of a bachelor's degree program. Undergraduate major is open.
Experience Position requires evidence of increasing and sustained leadership in student organizations throughout the fellow's undergraduate career. Demonstrated ability to build relationships with diverse groups of faculty, administrators, and undergraduate students.

Skills
  • Proficiency with Microsoft Office Suite and social media outlets.
  • Excellent organizational skills.
  • Strong interpersonal skills, including a friendly demeanor appropriate to working with undergraduate students, staff, faculty, parents, alumni, and trustees.
  • Outstanding oral and written communication skills, best fit to work in a team environment.
  • Ability to maintain confidentiality
  • Ability to excel as a flexible and independent worker who easily adapts to evolving university needs.
  • Ability to make decisions confidently if the supervisor is not immediately available (can make wise decisions in the face of adversity)
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. Duke University prohibits discrimination and harassment and provides equal employment opportunity without regard to race, color, religion, national origin, disability, veteran status, sexual orientation, gender identity, sex or age. The university also makes good faith efforts to recruit, employ and promote qualified minorities, women, individuals with disabilities, and veterans. It admits qualified students to all the rights, privileges, programs and activities generally accorded or made available to students. The university prohibits harassment of any kind.

Requisition Number
401236362

Location
Durham

Duke Entity
UNIVERSITY

Job Code
383 ADMINISTRATIVE INTERN

Job Family Level
00

Exempt/Non-Exempt
Non-exempt

Full Time / Part Time
FULL TIME

Regular / Temporary
Regular

Shift
First/Day

Minimum Qualifications
Duke University is an Affirmative Action/Equal Opportunity Employercommitted to providing employment opportunity without regard to anindividual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion,sexual orientation, or veteran status.Essential Physical Job Functions:Certain jobs at Duke University and Duke University Health System mayinclude essential job functions that require specific physical and/ormental abilities. Additional information and provision for requests forreasonable accommodation will be provided by each hiring department.

Education

Work requires communications, analytical and organizational skillsgenerally acquired through completion of a bachelor's degree program.

Experience

None required beyond education.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Auto req ID

87699BR

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion, sexual orientation, or veteran status.

Essential Physical Job Functions: Certain jobs at Duke University and 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.

PI97509968