Auto req ID
113681BR
Duke Entity
UNIVERSITY
Job Code
148 STAFF ASST
Job Description
Occupational Summary

This position will provide administrative support to the David M. Rubenstein Scholars Program. This individual is responsible for general administrative support and project assistance for the David M. Rubenstein Scholars Program. This individual works closely with the program coordinators and reports to the Director.

Work Performed

Administrative Support – 50%
• Provide administrative support for Director, Faculty Director and program coordinators of the David M. Rubenstein Scholars program, including drafting correspondence, assisting with scheduling, preparation of materials for meetings and presentations.
• Other duties as requested by the Director or Faculty Director.
• Provide general office and meeting support.
• Support program coordinators with event planning, including room reservations, food orders and scheduling.
• Provide general administrative support for the program.
• Maintain order and supplies in office.

Communications and event support – 20%
• Prepare and oversee communication and mailings.
• Support student, alumni and staff events which may include faculty presentations, receptions, reunions, and others.
• Logistics may include finding and reserving venues, reserving catering, and parking reservations, coordinating event RSVP process, and compiling event materials.
• Collect and organize receipts and records for expenses for program activities, events and meetings.
• Assist with communications, including mailings, electronic publications, websites, calendar, and social media projects.

Financial – 15%
• Process expense reports and perform accounting reconciliation.
• Support financial transactions including reimbursements, procurement card expenses, check requests, purchase orders and travel expenses.

Data Management Support – 15%
• Support student and scholar database management by reviewing information provided by staff, faculty and administratorsto update biographical information, track and record studentand alumni interests and activities. • Manage and collect data for events and programs including cleaning data, tracking attendance, and consolidating records.
• Prepare and provide documentation or compile data for reports.

Skills
• Proficiency with all Microsoft Office products (Word, Outlook, PowerPoint, Excel) and willingness and ability to master a proprietary SAP-based database tool.
• Successful project management experience, including meeting numerous deadlines and objectives and managing multiple concurrent projects with limited resources.
• Experience doing research using the internet and social media.
• Superb organizational skills.
• Detail orientation, flexibility, and ability to work independently and in a team environment.
• Refined written and oral communication and customer service skills.
• Must be able to communicate professionally and confidently with a wide variety of constituents, including university administrators, faculty, staff and students.
• Excellent interpersonal skills, sound judgment, and experience handling confidential information.
• Proven ability to work in a team environment is highly desirable.
• Strong work ethic in a fast-paced, results- oriented team environment.
• Creativity, adaptability, diplomatic skills.
• Handle sensitive and confidential information and issues on a daily basis.
• Ability to independently make decisions and resolve administrative issues.
• Exceptional interpersonal skills

Minimum Qualifications Duke University 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 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. 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.
Location
Durham
Requisition Number
401601494
Position Title
STAFF ASST, RUBENSTEIN SCHOLARS PROGRAM
Shift
First/Day
Job Family Level
08
Full Time / Part Time
FULL TIME
Regular / Temporary
Regular
Department Name
Rubenstein Scholars
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.