Auto req ID
110120BR
Duke Entity
UNIVERSITY
Job Code
148 STAFF ASST
Job Description
The Staff Assistant performs administrative support duties of a complex and confidential nature in support of the Director of the Rubenstein Library (RL) and the Rubenstein Library staff.

Responsibilities

Administrative Support (70%)
• Provides administrative support to Director and RL administration including:o Maintaining electronic calendars, schedules appointments and meetings for the Associate University Librarian and Director of the Rubenstein Library;
o Making complex domestic and international travel arrangements for RL leadership
o Maintaining departmental records, reports and correspondence required for reference and efficient operation of the department.
o Ordering and maintaining office supplies,
o Mail distribution
o Maintaining office equipment.• Continuously evaluates RL administrative processes, practices and procedures to identify efficiencies, opportunities, and areas for improvement. Interprets new directives, policies and informs appropriate personnel of changes.
• Assists in preparing complex reports and proposals requiring the compilation, analysis and evaluation of data.
• Provides support for donor and community relations, including but not limited to: preparing correspondence, reports and other documents in support Rubenstein Library activities and events and maintaining the confidential collection documentation files. Maintains accurate mailing lists for RL magazines, listservs and RL units as needed and manages online newsletter subscription databases.
• Assists with the coordination of special events, meetings and programs hosted by RL including catering, event invitation correspondence, parking, publicity and publication, and general meeting coordination.
• Maintains liaison with appropriate personnel, University departments and outside sources to obtain and provide pertinent information and to answer inquiries concerning divisional and departmental activities.

Financial Services (25%)
• Performs a variety of complex accounting tasks involved in maintaining financial records and processing related data such as invoices, check requests, journal vouchers, travel accounting and other documents.
• Serves as P-Card administrator for RL cardholders; verifies and documents expenditures.
• Organizes, reviews, and maintains assigned budgetary records, including departmental cost objects, supplies, equipment and students; prepares monthly reconciliation for assigned cost objects, investigates and resolves variances; posts financial transactions; and generates financial reports as requested.
• Prepares and send invoices for fee-based services provided by the Rubenstein Library; processes payments, maintains accounts, reconciles problems, and compiles reports on billing and receipts; composes letters and statement independently to address problems or questions.
• Provides instruction for new employees on P-Card and travel policies and procedures.

Other Duties (5%)
• Serves as a backup for other DUL administrative assistants; assists with DUL events as needed.
• Performs other related duties as assigned.

Supervisory Responsibilities • None

Qualifications: It is the expectation that all Duke University Libraries staff members will demonstrate exceptional workplace behaviors in the execution of their specific position responsibilities. These behaviors are customer focus, collaboration, creative problem-solving, continuous learning and a commitment to diversity. Education Required: Two years post-secondary education or an equivalent combination of relevant education and/or experience Preferred: BA/BS Experience Required: 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/accountingactivities OR and equivalent combination of education and relevant experience.; demonstrated problem-solving and critical-thinking skills; excellent interpersonal, oral and written communication skills; extremely well organized and detail-oriented; ability to maintain confidentiality of sensitive materials; ability to set and follow through on projects; ability to work independently and as a member of a team; intermediate knowledge of Word (able to create and format documents, forms and mailings) and Excel (able to manipulate, summarize and analyze data in spreadsheets); demonstrated commitment to providing outstanding customer services. Preferred: Working knowledge of SAP R/3; knowledge of Duke University's Accounting System and basic terminology; experience as a P-Card Administrator; NC Notary Public certification; prioraccounting experience; prior experience working in an academic research library.

Working Conditions • Must be able to work in an environment in which exposure to materials containing dust and mold is possible • Normal office environment

These statements are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person this position.

Salary and Benefits $15.91 per hour (minimum). Comprehensive benefits package upon eligibility includes vacation, 13 holidays, sick leave, health, dental, disability, life insurance, educational assistance, and tuition grants. Application Review of applications will begin immediately and will continue until the position is filled. An electronic resume, cover letter, and list of references should be submitted at: http://www.hr.duke.edu/jobs/main.html. Refer to requisition # .
Location
Durham
Requisition Number
401559567
Position Title
STAFF ASST, RUBENSTEIN LIBRARY
Shift
First/Day
Job Family Level
08
Full Time / Part Time
FULL TIME
Regular / Temporary
Regular
Department Name
RL-Admin
Minimum Qualifications
Duke University is an Affirmative Action/Equal Opportunity Employercommitted to providing employment opportunity without regard to anindividual's age, color, disability, gender, gender expression, genderidentity, 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 robustexchange of ideas—an exchange that is best when the rich diversity ofour perspectives, backgrounds, and experiences flourishes. To achievethis exchange, it is essential that all members of the community feelsecure and welcome, that the contributions of all individuals arerespected, and that all voices are heard. All members of our communityhave a responsibility to uphold these values.
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 a broad knowledge of clerical and accounting principlesand practices normally acquired through two years of post-secondaryeducation in secretarial science or a related business field.

Experience

Work generally requires three years of related secretarial/clericalexperience to acquire skills necessary to administer complex officefunctions related to office management, communications, andbudgetary/accounting activities. OR and equivalent combination ofeducation and relevant experience.