STAFF ASSISTANT, STUDENT AFFAIRS ADMINISTRATION

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.

Scope of Responsibilities

Oversees front desk operations for the Office of the Vice Provost/Vice President including recruitment, training, and scheduling of student employees. Monitors quality of client services providing feedback and additional training as needed. Processes student payroll and approves time for student employees. Delivers primary client services as needed. Serves as primary responder to all general office inquiries. Provides general administrative support for the office suite at direction of supervisor. Supplies logistical support for the office, including A/V support, purchasing, and facilities related requests.

  1. Oversee daily operations of the “front desk” in the Office of the Vice Provost/Vice President. Recruit, train and supervise student employees. Monitor quality of client services and provide feedback and additional training as needed. Develop and monitor student schedules to ensure coverage, handle schedule changes, review and approve submitted time reports. Proactively assist with challenging phone calls and visitors and refer to other resources as appropriate. Provide primary client service support when students are busy with other clients and/or otherwise not available.

45%

  • Triage inquires and concerns received to the general Student Affairs email account and voicemail, responding or referring to correct offices as appropriate. Maintain up-to-date knowledge of office protocols, policies and procedures to be able to accurately communicate to community the latest announcements and plans.
  • 20%

  • Provide general support to the Student Affairs administrative team at the direction of supervisor, including scheduling meetings, purchasing, preparation of expense reports, and other tasks as needed.
  • 15%

  • Provide logistical support to the office, to include purchasing and maintaining inventory of office supplies, overseeing use and A/V needs of the suite’s conference room, signing out keys, ensuring working order of all office machines, submitting work orders for regular and emergency maintenance and housekeeping calls in consultation with supervisor as needed for office suite.
  • 10%

  • Screen and route mail for the office.
  • 5%

  • Other duties as assigned
  • 5%

    Desired Job-Specific Education, Skills, Behaviors and Competencies

      Bachelor’s degreeCustomer service skills including listening, empathy, positivity, patience, clarity in communications, and willingness to improve.Supervisory skills and experience and/or interest in working with student employees.Organizational skills including multitasking, effectively managing multiple priorities and deadlines, and completing tasks thoroughly and accurately.Interpersonal skills that support others, foster trust, and respect the identities, views and choices of others.
    • Demonstrated effectiveness in working within team environments.
    • Understanding of appropriate financial practices in a university setting.
    • Understanding of university and student privacy regulations and ability to appropriately maintain that information.

    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 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.

    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: 4/4/2021
    Application Due: 7/3/2021
    Work Type: Full Time
    Salary: