STAFF ASSISTANT, ROTC-DEPT. OF AEROSPACE STUDIES

Job description

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 Staff Assistant to the Department of Aerospace Studies is the primary point of contact for the department. In this role, the Staff Assistant serves as the assistant to the Chair and Professor of Aerospace Studies (PAS). S/he is responsible for relieving faculty and staff of routine responsibilities including general correspondence, administrative tasks, and maintenance of departmental operations as well as completing special projects and assignments as needed to ensure the department and its programs run smoothly.

As the sole continuous full-time employee within the department, the Staff Assistant is tasked with developing and maintaining contacts with Duke University officials as well as establishing and maintaining relationships and information exchange with university personnel and counterparts in other ROTC detachments within Duke, at North Carolina Central University (NCCU), as well as at Southeast Region (SER) Air Force ROTC (AFROTC) and its other detachments.

Below is a detailed description of duties (not to be considered an exhaustive list of duties assigned):

Financial Management (25%)

    Serve as department financial officer Manage and administer Duke-provided operating, discretionary, and computing funds Review and report scholarship accounts to AFROTC Non-Commissioned Officer In-Charge (NCOIC) Prepare and submit annual operating budget; establish budgetary priorities for department Create reports and advise department chair and others on fiscal needs and strategies Prepare budgetary recommendations for approval by department chair taking into account historical requirements and expenditures along with program forecasts Ensure expenditure compliance with Duke, NCCU and AFROTC procedures and regulations Administer and process all purchases, interdepartmental requests, and payments Execute purchase orders, requisitions, contracts, accounts payable check requests and reimbursements Report and reconcile fund transfers, journal vouchers, AP check requests Control and maintain financial records of department Attend financial system specialist (FSS) and other financial management training as required Reconcile and verify Air Force ROTC 257 Report (Cadet Pay Roster) as submitted by NCOIC Liaise with Duke and NCCU administrative personnel concerning university financial policies and procedures Make independent decisions on specific budgetary matters and issue instructions in the name of the department in accordance with departmental precedents and policies
Undergraduate Studies Assistant (25%)

    Attend divisional meetings, trainings, and information sessions to ensure department is current and compliant with existing program priorities and university scheduling and academic policies and procedures Sponsor visiting NCCU student and initiate (affiliate) identity requests each semester Generate, input and edit course syllabi, lesson plans and student rosters in Sakai. Review and revise Duke and NCCU undergraduate bulletins Update course and faculty information for online bulletin and AFROTC website Facilitate new faculty access to STORM (Duke) Collaborate with Duke and NCCU registrars to ensure proper scheduling in DukeHub Create, schedule and change courses through Department Schedule Validator (DSV) Communicate university policies and procedures to department chair, faculty and NCOIC Provide support and training to instructors for procedures on course grading Provide input for cadet rankings for enrollment allocations (EAs), awards, and honors???

General Office Management (20%)

    Due to the frequency of AFROTC personnel changes, serve as the corporate memory of the department for interactions within Duke and NCCU, AFROTC Headquarters and SER AFROTC Schedule appointments and meetings for department chair and faculty; Schedule chair’s calendar Initiate, receive, screen, and route mail and packages to appropriate cadre and cadets Exercise independent judgment to determine whether to respond or bring to chair's attention, based on content of communication and knowledge of department programs and activities Organize and maintain departmental files, email accounts and SYMPA mailing lists Coordinate in processing and orientation of all incoming personnel: set up office, assign keys, generate affiliate sponsorship to provide Unique ID, EmplID, STORM access, etc. Provide new personnel with information regarding Duke University systems and procedures Provide written authorization and assistance with acquiring parking registration, networking and computing, and DukeCard Prepare and update recall roster and submit to SER AFROTC monthly Maintain and update departmental phone directory of contact information Schedule spaces through 25 LIVE for special events, extra seminars, speakers, etc. Coordinate with Trinity Technology Services (TTS) to ensure technology needs are met Troubleshoot software and hardware issues as they arise; Process TTS help requests as needed Order and maintain office supply inventory and office equipment Ensure proper disposal of discarded and outdated technology equipment provided by Duke Provide information or troubleshooting of any Duke payroll or human resources matters
Event Planning and Management (15%)

    Provide historical background and support in preparation for Operational Readiness Inspections (ORIs) from the AFROTC Inspector General (IG), SER Commander Staff Assistant Visits (SAVs), and Distinguished Visitors (DVs) including, but not limited to:
o Research for and/or compilation, preparation and delivery of materials

o Coordinate meals, reservations, and event schedule, coordinate travel, etc.

o Planning “flag flies” and other duties as necessary Officer Education Committee (OEC) Meetings (1-2 times/year)

o Distribute electronic and/or hard copies of Air Force visiting faculty nomination packages to OEC members

o Coordinate OEC meetings for the purpose of reviewing packages, interviewing and approving prospective visiting faculty

o Research and provide information to interviewee for travel, lodging, and/or relocation

    Assist cadre and cadets with planning and execution of New Cadet Orientation (NCO) for incoming fall cadets including reservations, scheduling, catering, and preparation/printing of materials Coordinate the Fall and Spring Awards including catering, award design and printing, script revision, and event proffering as needed Provide advice and direction in support of the Spring Dining Out including venue and menu selection, contract execution and revision, seating arrangements, awardee selection, certificate design and printing, and script revision
Plan and coordinate graduation observances including Fall and/or Spring Commissioning Ceremonies at Duke and NCCU

o Serve as point-of-contact with Duke Chapel personnel, caterers, commissionees, cadets, cadre, parents, guests and distinguished visitors

o Design/print invitations, instructions and programs, acquire honoraria, travel reimbursements, and other payments to vendors, miscellaneous reimbursements, audio- visual preparations, seating arrangements, etc.

o Schedule and direct rehearsal(s) and ceremony

o Coordinate scheduling, location, parking, catering, program, maintain rsvp list, etc. Provide information, direction and/or support in the interest of the Air Force Birthday, Veterans’ Day 5K, and various other events throughout the school year

    Coordinate all retirement and (farewell) events - Schedule the event, location, timing, catering, and prepare/print programs. Facilitate campus tours, VIP meetings, and/or introductions of visiting Air Force personnel and distinguished visitors Coordinate procurement and/or purchase of gifts, honoraria, travel for speakers lodging & logistics for VIP guests Create and annually update engraving of Det 585 superlative plaques
Inter-University Liaison, Public Affairs, Alumni Relations (12%)

    Due to the nature of the detachment as a host university to cross-town NCCU, extensive knowledge of both Duke and NCCU policy and procedures serves both students and faculty of both universities Serve as an advocate and resource for students and administrators Serve as a means of contact and information regarding Duke and AFROTC for prospective cadets, current students, parents as well as for other visitors to the detachment Serve as Wingman Society Advisor
o Mentor and support goals of booster club

o Assist cadets with event management, planning and execution of correspondence, advertising, etc.

o Provide administration and assistance with financial affairs

o Conduct regular meetings and wrap sessions

o Provide logistical support for events, fundraisers, etc.

    Research and compile alumni contact information for establishment of database Proof, edit, and/or print quarterly cadet newsletters for distribution to cadets, prospective students and alumni Schedule, coordinate, and advertise alumni weekend socials, and other social events

Facilities/Space Management (3%)

    Submit work orders and coordinate routine and emergency maintenance with Facilities Maintenance Division (FMD) Coordinate projects with facilities building manager Approve department assigned space requests in 25Live for other university departments Web Central Manager
o Update office and space assignments in Web Central

o Coordinate facilities requests to ensure that spaces are properly equipped with furniture, lighting, carpet, etc.

    Key Control Manager

Minimum Qualifications

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 four 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 AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

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 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 essentialjob 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.

 

 

 

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Job No:
Posted: 2/19/2021
Application Due: 5/20/2021
Work Type: Full Time
Salary: