STAFF ASSISTANT, JEWISH LIFE AT DUKE
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.
THIS IS A PART TIME 20 HRS/PER WEEK POSITION.
NATURE OF RESPONSIBILITIES
Coordinate and maintain an efficient office operation and perform responsible administrative duties of a complex and confidential nature in support of Jewish Life at Duke. Coordinate office administrative functions to include, but not limited to: customer service, supporting repairs and renovations, ordering supplies, equipment maintenance, and financial administration.
Departmental Administration – 40%
- Provide logistical assistance for major Jewish Life at Duke departmental events, including (but not limited to) High Holidays, Family Weekend, Passover, Jewish Baccalaureate, and others. This includes creating registration forms in Qualtrics, sharing event registrations with JLD staff regularly, ensuring that all necessary supplies are ordered and available, coordinating with Dining and vendors to be sure that all event details are handled professionally and accurately.
- Implement office systems including reservations, dining, financial systems, etc.
- Meet regularly with Duke Dining to communicate logistics, reservations, and expected number of guests/diners at events requiring kosher dining.
- Facilitate key office services including copier, printer, mail distribution, building card access, parking permit, and deliveries.
- Coordinate the hiring, training, and payroll processing for student workers.
- Answer telephone calls to main number; route callers to the appropriate staff member.
- Listen to/clear voice mails to main number daily; route messages to the appropriate staff member.
- Read/clear emails to the main email box daily; route messages to the appropriate staff member and answer emails as appropriate.
Financial Systems – 35%
- Process all departmental financial transactions in [email protected] and [email protected], including reimbursements, procurement card expenses, check requests, purchase orders and travel expenses. Handle these transactions in a timely manner in accordance with Student Affairs’ financial policies.
- Update all Jewish Life at Duke staff regarding university policies regarding purchasing, travel and reimbursement.
- Assist with and provide support for budget preparations and ongoing financial reports.
- Using existing policies and procedures, schedule room rentals and reservations, building access, and parking needs.
- Schedule set-up and take-down of chairs/tables for building areas, equipment and furniture for events, programs, and rentals.
- Maintain facility rental/reservation documentation in JLD shared files; proactively inform JLD staff of upcoming rentals/reservations, set-ups, and needs.
- Submit maintenance tickets for building-related issues as directed.
- Communicate with outside vendors, individuals and organizations to ensure all functions are managed and executed appropriately and professionally. Examples include, but are not limited to, copier machine vendor, housekeeping/set-up vendor, etc.
- Manage the collection of deposits and fees for all rentals; ensure deposits are made in a timely manner in accordance with Student Affairs’ policies.
Other – 5%
- Update and advise the Director for Jewish Life at Duke and Jewish Life at Duke staff regarding the status of current projects and assignments.
- Attend appropriate meetings and orientations of Jewish Life at Duke and the Division of Student Affairs.
- Adhere to policies and procedures of Jewish Life at Duke, the Division of Student Affairs and Duke University.
- Serve as a role model and point of contact for students
- Other duties as assigned as a staff member of Jewish Life at Duke at major programs/events.
- Ability to resolve office problems independently and facilitate solutions
- Ability to work in ambiguity
- Broad understanding of financial practices and policies in a University setting including cash management, reconciliation, purchasing, and travel.
- Knowledge and experience of budgeting practices and financial reporting; experience using SAP or similar financial systems.
- Broad understanding of time and attendance and payroll practices and policies.
- Knowledge and experience of facility management practices and policies including security, parking, maintenance, and event use.
- Ability to work across diverse populations
- Working knowledge and understanding of Jewish culture and observances is preferred.
- Excellent verbal and written communication skills and computer experience with Microsoft Office is required.
- Strong customer service orientation and exceptional interpersonal skills with a proven ability to work in a team environment.
- Occasional availability on evening and weekends
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.
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.