STAFF ASST, THEOLOGY & MEDICINE-DIVINITY
Auto req ID
148 STAFF ASST
The Staff Assistant for Continuing Education of Duke Divinity School position is primarily responsible for supporting program staff and providing customer service for event operations of the Continuing Education team. This position reports to the Senior Director for Strategic Administration and Finance, and serves as a key member of a team that works collaboratively to create programs of excellence for the organization’s customers. WORK PERFORMED
Provide administrative assistance to the staff to support the accomplishment of program objectives and effective office management.
Act as first point of contact for inquiries from constituents including:
- Answer telephone/email, take messages, and screen calls.
- Reply to questions in accordance with general instructions and office procedures and policies.
- Communicate instructions and/or information to and from staff members; serve as office receptionist.
- Greet, screen and direct callers to appropriate staff members.
Support event operations of the office:
- Process event registrations, deposit monies and maintain database.
- Distribute registration and confirmation materials.
- Provide customer service and support to event participants.
- Prepare event materials and coordinate on-site registration process.
- Provide support to event faculty and speakers.
Assist with logistics including:
- Space reservations and assignments
- Travel and lodging
- Audio-visual, on-site management
- Prepare and submit travel and miscellaneous reimbursements
Screen, sort and distribute telephone calls, mail, and documents; determine which items to respond to independently or which to bring to supervisor’s attention based on content of communication and knowledge of office activities.
Maintain office calendar to include scheduling meetings, arranging appointments, reserving parking and making travel reservations; bring pertinent dates to office staff’s attention; prepare and/or provide necessary documents for supervisor’s use in meetings; attend meetings as requested to take minutes.
Complete appropriate procedures for payments to vendors through Duke’s accounts payable system, record expenses in event database, manage petty cash drawer, process contracts for vendors and contractors, and serve as departmental administrator for processing corporate card transactions. Assist with account reconciliations and other financial tasks.
Set up and maintain varied office files of records, reports and correspondence required for reference and efficient operation of office; maintain logs and records of office activities; compile and summarize information for regular or special reports from a variety of sources.
Perform other related duties incidental to the work described herein.
Required Qualifications at this Level
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. ExperienceWork 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.
STAFF ASST, THEOLOGY & MEDICINE-DIVINITY
Job Family Level
Full Time / Part Time
Regular / Temporary
Theology & Medicine
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 onthe robust exchange of ideas—an exchange that is best when the richdiversity of our perspectives, backgrounds, and experiences flourishes.To achieve this exchange, it is essential that all members of thecommunity feel secure and welcome, that the contributions of allindividuals are respected, and that all voices are heard. All members ofour community have a responsibility to uphold these values.
Essential Physical Job Functions: Certain jobs at Duke University andDuke University Health System may include essential job functions thatrequire specific physical and/or mental abilities. Additionalinformation and provision for requests for reasonable accommodation willbe provided by each hiring department.
EducationWork 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.
ExperienceWork 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.