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STAFF SPECIALIST (ASSISTANT TO DEPT CHAIR), COMPUTER SCIENCE DEPT.

Employer
Duke University
Location
Computer Science

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Administrative Jobs
Academic Affairs, International Programs
Position Type
Tenured & Tenure-Track
Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

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.

Occupational Summary

The Chair’s Assistant contributes to the Department’s success by ensuring the smooth functioning of the Chair’s office; and by participating in grants related activities as a member of the Computer Science finance team. This position reports to the Department’s Business Manager, is a member of the Department’s administrative support team, and performs other tasks as assigned. This position requires top notch organizational skills, initiative, excellent follow through and the ability to work with people from diverse backgrounds at all levels of the organization.

Work Performed

The assistant to the Chair coordinates administrative support aspects of the Chair’s office throughout the annual academic cycle, ensuring compliance, completeness and timeliness in procedures, materials, and communication such that the Chair and faculty have all resources needed to pursue their administrative commitments as efficiently as possible.

The assistant to the Chair serves as an Executive Assistant to the Chair and as an ambassador to the department. He/she will be responsible for managing the Chair’s calendar, arranging meetings on behalf of the Chair’s office, preparing correspondence and serving as the primary point of contact for Faculty Search, the CS Colloquia and the department appointment, promotion and tenure (APT) process. The Chair’s Assistant is often called upon to assist in other areas of the department at peak periods - for example helping to coordinate the admissions visit and orientation week of the graduate program or helping to schedule events.

This person will also serve as part time member of the Computer Science Finance Team by assisting with processing financial transactions such as corporate card and buy@duke orders; assisting with the monthly reconciliation process and helping to prepare proposals. In addition, he/ she may also be responsible for identifying & communicating funding opportunities to faculty; preparing letters of support and serving as a liaison to central offices.

Responsibilities are split across the two areas. Many of the functions of both offices rely on databases and web applications, requiring significant technical proficiency.

Chair’s Assistant (70%)

Department Chair and Faculty Committee Support

  • Chair’s calendar, correspondence, records, research, reports
  • Faculty meetings, prep & follow-up
  • Appointment, promotion, and tenure (APT)
  • Faculty search

Visitor Resource and Procedures Coordination

  • Appointment initiation, renewal, and closeout
  • Visa sponsorship administration
  • Computer Science Colloquia oversight

Grant Finance Assistant (30%)

Sponsored Projects Post-Award Activities

  • New award actions
  • Project cash flow reports
  • Grants admin databases manager
  • Post-award compliance
  • Annual faculty evaluations grants reports

Sponsored Projects Pre-Award Activities

  • Funding opportunities
  • Proposal administration
  • Pre-award compliance

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Desired Experience:

  • Excellent interpersonal skills, attention to detail and possess a project management mindset
  • Strong writing and communication skills
  • A motivated self-starter that can take broad direction and create specific exemplary products
Minimum Qualifications

Education

Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.

Experience

Work generally requires four years of clerical or research experience to acquire strong skills in administrative or project research responsibilities as well as accepted office management, communications and research practices. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement. 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.

Organization

Read our Diversity Profile History

Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University.Duke Campus

As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

Duke maintains a historic affiliation with the United Methodist Church.

Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

Mission Statement

Duke Science"James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth.Duke Meeting

 “By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

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