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.

RESPONSIBILITIES: The staff assistant provides comprehensive administrative support for the Trinity Dean of Academic Affairs’ office and ensures that work performed for the dean, associate director, and other senior leadership meets the needs of the university and showcases program excellence. The staff assistant manages the daily operations of the dean’s office. This position reports to the Trinity Dean of Academic Affairs.

40% Project Management

• Track and manage DUS appointment process for all Trinity departments and programs, serve as staff resource for DUS board on compensation and procedures.
• Manage and oversee Wallace Wade scholarship application and selection process with the dean.
• Initiate and manage the process for the "Rule of 8" each semester for Trinity College senior leadership. Correspond with departments, Registrar, and others about courses, generate reports on low enrollments for review. Liaise with other offices regarding membership in the Workers United Southern Region Service Employees International Union (non-regular-rank faculty union) and enrollment data.
• Prepare reports, presentations, and speeches for leadership.
• Manage the application process, allocation, and tracking of funds for Trinity College's departmental graduation support of over 60 departmental /certificate program/misc. program graduation events
• Manage and process Top 5% letters for faculty. Liaise with the Trinity College Office of Assessment to obtain and organize data.
• Initiate and manage process of selection and deans’ travel to the annual Association of American Colleges and Universities (AAC&U) conference
• Serve as Program Coordinator for the Honor Council, assisting with guidance about programming, purchasing for activities, as well as reconciling their fund code and budget.
• Serve as liaison to the Executive Director of Communications, craft announcements and ensure information on the Trinity College websites is accurate and in compliance with ADA standards.
• Prepare and manage Senior Survey gift distribution.

30% Administrative and Financial

• Provide comprehensive administrative support to the Office of the Dean of Academic Affairs; alert dean to emergencies and problems, triage inquiries or concerns to appropriate areas for resolution.
• Responsible for scheduling Dean of Students’ office’s events, retreats, and staff meetings. Record meeting minutes, filing and distributing as appropriate.
• Assist with searches – scheduling visits, coordinating meetings, and communicating on behalf of the search committee as needed to arrange interviews and collect materials.
• Maintain up-to-date knowledge of office protocols, policies and procedures.
Maintain, review, and reconcile financial records; reconcile procurement card purchases and prepare expense reports; execute non-comps, JV's, AP Check Requests and prepare variance(s) reports. Manage recurring contracts and order and maintain office supplies by use of Buy@Duke.
• Acts as payroll representative, accounts payable representative, SAP approver.
• Prepare materials in assorted mediums, including video, spreadsheets, charts, and slides, for presentation to the Trinity College Board of Visitors, Board of Trustees, Arts & Sciences, Athletic Council, or to other meetings as requested by the dean of academic affairs.
• Order supplies and maintain supply inventory. Oversee organization of office files of records, reports and correspondence.
• Trouble shoot maintenance problems and oversee that office spaces are maintained and follow up on service requests.
• Manage multiple listservs, Sakai site, and provide announcements and policy updates to relevant audiences.
• Performs other related duties incidental to the work described herein.

10% Strategic Writing and Research

• Assist the dean with strategic writing and research for Trinity College regarding daily activities, special projects, development efforts, and institutional planning. Duties will include editing, proofreading, and interpreting the dean’s directed content into written form. Additional tasks may involve researching articles in higher education literature and providing summaries for the dean. Writing projects will involve reports for Duke entities, speeches to assorted audiences, and talking points for the dean’s interactions.
• Assist the dean of academic affairs, associate director for strategic and special initiatives, and business manager with planning, research and coordination of any special projects and initiatives that impact curriculum, instruction and courses, which will include composing memos, letters and statements that require interpretation and application of University policies, Trinity requirements, and departmental major requirements.

20% Event Management: Coordinate and execute the following annual events:

• Director's Dinner (85+ Directors of Undergraduate Studies, Certificate Directors, Trinity College administrators, and their guests)
• Trinity College dean of academic affairs' Staff retreat (40+ staff members, faculty, academic deans, and office directors).
• Blue Devil Days – Donuts with the Deans (50-100+ admitted applicants and their families)
• Staff Appreciation Events on office’s behalf

Preferred Skills and Competencies

• Excellent written, verbal, and interpersonal skills, including a friendly, professional interaction style is required. Excellent customer service skills.
• Experience with program coordination, event planning, and support.
• Demonstrated effectiveness in working within team environments.
• Maturity and good judgment/decision making are essential to the position particularly in relation to handling crisis related calls and confidential materials.
• Skills relevant to achieving successful relationships with students, parents, faculty, and other staff.
• Knowledge of SAP/Duke@Work and Duke University financial practices and policy.
• Already has or is willing to complete the Financial Systems Specialist Certification.
• Excellent organizational skills, including ability to multitask and prioritize, are needed.
• 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 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.