OFFICE COORDINATOR, MARY LOU WILLIAMS CENTER for BLACK CULTURE

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.

Nature of Responsibilities

The Office Coordinator reports to the Director of the Mary Lou Williams Center for Black Culture (MLWC) and provides administrative support to Mary Lou Williams Center staff. S/he provides excellent customer service to Center visitors, facilitates new hires, serves as financial and payroll liaison, manages the facility usage and assists with the programs, services and marketing of the Center. They serve as the point of contact for the Center in operations of the space and interactions with all aspects of the facility.

Specific Duties

Administrative Management 20%

    Develop and maintain files and ensure that archival procedures are up-to-date and followed.
Provide general clerical support to Center staff including coordination of logistics for meetingsand other special MLWC staff events as well as drafting correspondence, appointment scheduling, and filing.

Maintain unit calendar.

Facility Management 20%

    Coordinate scheduling of meetings and appointments, especially MLWC reservations.
Receive, catalog and maintain (i.e. check-in/out system) the Center’s library, DVD, and other audio collections.Order and maintain office supplies, kitchen and storage room inventories.Maintain the facility and ensure routine services are done (dry-cleaning, housekeeping, etc.).Administer usage survey and compiled data for annual report.

Financial Management 20%

    Develop and maintain financial tracking system to facilitate budget projections and audits.
Serve as reconciler for MLWC exempt staff transactions. Prepare payment forms (A/P checkrequest, travel expense vouchers, miscellaneous reimbursement forms) via on-line systems. Initiate and process expenses in [email protected] Investigate discrepancies in financial reports.

Maintain, review and reconcile departmental cost objects. Maintain budgetary records.Coordinate the compilation of and prepare operational and financial reports and analyses setting forth progress, adverse trends and appropriate recommendations or conclusions.

Human Resource Management 10%

    Assist with various personnel actions related to student staff, including but not limited to, onboarding, performance appraisals, schedules and professional development.
Serves as the MLWC payroll liaison. Process student payroll. Create and manage studentstaff work schedules. Assist with Report Express adjustments. Attend appropriate departmental and divisional meetings.

Public Relations 10%

    Serve as primary representative to patrons in response to inquiries in person, by telephone and via email correspondence. Determine which inquiries require supervisor’s attention.
Develop and manage database of patron and vendor contact information.Cultivate relationships with relevant campus and community entities.Maintain in-depth and current understanding of Student Affairs and Campus Life organizational structure, policies and practices, programs and services in order to serve as areliable source of information for MLWC staff.

Assists with visits of touring student groups and other special guests to the MLWC/campus

Programming 10%

    Assist with execution of MLWC programs (concept creation, production, and execution).Assist with providing culturally conscious program training to Black affinity group members.

Constituent Outreach

5%

    Assist with regular website updates and maintenance.
Update University calendar as needed to reflect programming.Assist with maintenance of social media (Twitter, Facebook, Instagram, and others as determined.

Other Duties as Assigned 5%

General Qualifications

Minimum: Two years of post-secondary education plus two years of related work experience. Experience in a student services related setting is strongly desired. Desire to work directly with a diverse array of Black students, staff, and faculty is required. Prior experience in office management and personnel development is highly desired. Familiarity with Duke culture, systems and processes is a plus.

Specific Skills and Competencies
  • Knowledge of Duke operational systems (payroll, card access, facilities management, etc.) highly desirable.
  • Knowledge of and interest in Black people, history, and culture are important.
  • Exceptional written, verbal, and interpersonal skills are essential.
  • High-level organizational skills, attention to detail and discretion are required.
  • Basic knowledge of Microsoft Office is necessary.

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 become competent in the administration of complex office functions related to office organization and management, communications, and budgetary/accounting activities. * An optional typing speed of 40 corrected words per minute may be required 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: 5/11/2021
Application Due: 5/19/2021
Work Type: Full Time
Salary: