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 Staff Specialist for Administration plans, coordinates, and participates in complex and confidential administrative duties that support the Office of Undergraduate Education’s Division of Experiential Education’s operations. The Staff Specialist for Administration will be required to plan methods and develop systems in accordance with predetermined goals and objectives.

Work Performed
A detailed description of functional areas and tasks follows:

Application and File Management - 30%

• Manage applications for all programs supported by the Division of Experiential Education via a custom application database
• Develop improved processes to support application management. Document these procedures and processes and evaluate the results
• Liaise with departments across Duke to perform eligibility checks
• Compile and analyze information about missing materials and student information; prepare reports and analyses demonstrating progress and trends, and provide recommendations for improvement
• Troubleshoot issues that arise with students, parents, faculty, and departments
• Adhere to strict confidentiality standards with all information
• Review work for accuracy and completeness

Study Agreement Processing – 30%

• Process study agreements for all Duke students enrolled in programs supported by the Division of Experiential Education
• Develop improved processes to support the study agreement process. Document these procedures and processes and evaluate the results
• Compile and analyze information about missing study agreements; prepare reports and analyses demonstrating progress and trends, and provide recommendations for improvement
• Prepare and send study agreements to students and parent/guardian through Adobe Sign
• Track compliance with all study agreement requirements for Duke and non-Duke students for all summer, semester, and academic year term programs
• Ensure students have met all requirements before being placed on study agreement
• Liaise with students to obtain and provide essential information and answer inquiries concerning study agreements
• Review work for accuracy and completeness

Approval Form Processing – 15%

• Track and submit approval forms required from non-Duke administered study abroad programs
• Develop improved processes to support the approval form process. Document these procedures and processes and evaluate the results
• Coordinate with providers and advisors to ensure student’s approvals are completed in time for admission to chosen program
• Maintain a high level of detail, ensuring all prerequisites are met before completing approval forms
• Review work for accuracy and completeness

External Communications and Reports - 15%

• Prepare and distribute reports to other Duke stakeholders and units regarding the Division of Experiential Education program participation each term
• Coordinate, edit, and prepare memos for various mailings
• Maintain and update forms for the Global Education Office
• Assist with preparation of and participate in Global Education Fair, Duke Summer Experiences Fair, Family Weekend, and other on-campus Experiential Education events
• Advise supervisor on the current status of current activities; make recommendations for solution to problems identified

Administrative Support – 10%

• Assist with coordinating large meetings, making room reservations, event planning, and division visitors
• Serve as first line of contact for students and others visiting office
• Respond to emails and phone calls from students, parents, and other departments incoming on general lines and inboxes
• Plan, prepare, and distribute reports of information as required
• Other duties as assigned

PREFERRED SKILLS

In addition, the successful candidate will possess the following qualities/attributes:

• Microsoft Office suite: Word, Excel, PowerPoint
• Microsoft Outlook
• Adobe Acrobat including Adobe Sign
• Experience navigating applications systems and tools such as Terra Dotta Systems
• Experience with data organization tools such as databases
• Ability to work independently and accurately in a fast–paced environment
• Individuals must demonstrate strong written and verbal communications skills, strong organizational skills, and exacting attention to detail

Duke’s Office of Undergraduate Education (OUE) is committed to creating an inclusive, supportive environment, and an educational experience that recognizes diversity and cultural competence as integral components of academic and organizational excellence. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area. For more information, visit OUE’s Commitment to Diversity, Inclusion, and Anti-Racism.

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

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.