Staff Assistant, Department of Psychology and Neuroscience

North Carolina, United States
16 Oct 2018
End of advertisement period
16 Dec 2018
Contract Type
Full Time

Psychology and Neuroscience

Job Description

Staff Assistant Department of Psychology & Neuroscience Undergraduate Research and Education Position Summary:The Staff Assistant for Undergraduate Research and Education in the Department of Psychology &Neuroscience is a multi-function position.

The incumbent will manage components of undergraduate research in the department and provide general academic administration support for the Psychology and Neuroscience majors with latitude for exercising discretion and judgment. S/he will function primarily as a team member within the staff for undergraduate education applying knowledge and skills to resolve complex non-routine administrative problems independently and with others.The incumbent will be supervised by the senior program coordinators in each major for day to day duties, activities,workflow and priorities associated with each major. With respect to performance evaluation, the candidate will report directly to the Business Manager.

Work Performed:

  1. Undergraduate Research Support (50%):
    • Provide administrative support for the summer research experience formajors inPsychology and majors inNeuroscience. Support would include:o communication with applicants and participants in summer researchprogramso organization and planning of events and activities associated with the summer research programs
    • Plan, advertise, and help conduct information sessions designed to attract Psychology and Neuroscience majors to research.
    • Expand the departmental website to include extensive content related to undergraduate research by majors,including managing the collection and archiving of products fromundergraduate research.
    • Work with departmental faculty to ensure up-to-date information aboutresearchopportunities in MUSER, onDukeList, andin other relevant listings or postings.
    • Process applications/provide permission numbers to studentsinterested in researchpractica and researchindependent study courses.
    • Administer research awards targeted to undergraduates.
    • Develop, plan, advertise and coordinate activities targeting first-and second-yearstudents who have indicated aninterest in Psychology or Neuroscience, with the goal of offering earlycareer students ways toprepare for and gainresearch experience.
    • Help students with all aspects of process for applying for travelfunds offered throughthe Department.
  2. General Academic Administration (20%):
    • Provide staff support for the Undergraduate Studies teams in thePsychology andNeuroscience programs includinggeneral clerical support, telephone coverage, triage of emails andrequests about the programs,and assistance withcalendaring, scheduling, and arranging meetings.
    • Compile and summarize data and assist in preparing regular andspecial reportsrequiring analysis and evaluationof data; review reports received for supervisor, checking and comparingwith source documentsand bringing significantitems, changes, errors or omissions to the attention of the supervisor.
    • Provide assistance managing data obtained via course evaluations inDuke’s Tableausoftware; pull individualcourse and faculty reports, assist in curriculum reporting, and attendTableau workshops to acquireand sustain workingknowledge of software.
    • Assist with the coordination of student-related groups andorganizations, relatedpublications, outreach efforts, andweb material.
    • Support the development and/or management of alumni databases forPsychologyand Neuroscience majors.
    • Initiate and organize syllabi collection for courses in both majors.
    • Schedule and coordinate room reservations and usage of space forprograms, eventsand education-relatedcommittee meetings, ensuring users are provided with the technology andsupport required.
    • Assist in annual revisions of text copy for the Duke UniversityBulletin ofUndergraduate Instruction.
  3.  Academic Advisement (10%):
    • Support and maintain structures for tracking academic advisementwithin thePsychology and Neuroscience majors.
    • Send welcome email with details about choosing academic advisor tothe newlydeclared student.
    • Assign major advisor via DukeHub, being mindful of advisors’ loadcapacity andattempting a good fit betweenstudents’ long-range plans and faculty expertise.
    • Stay abreast of advisors’ scheduled sabbaticals or academic leaves;temporarilyassign students to other availableadvisors.
  4. Event Planning (10%):
    • Provide assistance in the coordination, from planning toimplementation, of allstudent-related event functions,including, but not limited to, diploma ceremonies, Majors Fairs,Resource Fairs, Blue Devil Days,workshops, informationsessions, socials, visiting speakers, campus visits and tours, openhouses, recruiting events, andother related activities.
    • Attend and participate in all program events and activities asneeded, includingevents related to commencementand diploma ceremonies.
    • Assist with logistical arrangements to ensure adequate attendancebased on location,event theme, and timing,including the assessment of the effectiveness of events.
    • Assist in investigation of appropriate vendors, soliciting pricequotes, and negotiatingcosts of services provided;place catering orders for appropriate events and arrange for deliveryor pick-up.
  5. Financial Responsibilities (10%):
    • Assist in tracking of expenses for co-sponsored or cost-sharedevents.
    • Provide assistance to maintain records, budget expenditures, andfinancial status ofvarious projects and/or inmatters of significant financial impact. Perform other related duties incidental to the work described above.

Education/Training/Experience Required:

This position requires a broad knowledge of administrative duties,management andcommunications, analytical andorganizational skills, and accounting principles and practices normallyacquired through a higher-education degree(associate’s or bachelor’s degree) in a related field, three to five years of administrative workexperience, or anequivalent combination of relevant education and experience.


Applicant must possess the skills necessary to administer complexadministrative functions related to office management, budgetary/accounting activities & principles, generalpersonnel practices, andcoordination of events andoffice activities. Extensive proficiency and experience with MSWord/Excel/PowerPoint preferred.Knowledge ofDukeHub, Tableau, Pebblepad, and Duke’s accounting programs (R/3, SAP,etc.) a plus.

The applicant must also possess:

  • A pleasant demeanor and have the ability to interact well with others.
  • Capacity to develop extensive networks with peer administrativeassistants in otheracademic programs across theUniversity.
  • Self-initiative and program management skills.
  • Evidence of leadership and organizational skills.
  • Ability to work effectively with students.
  • Excellent communication skills, oral and written.
  • Knowledge of and experience with the Duke community stronglypreferred.

Requisition Number 401493370
Location Durham
Job Code 148 STAFF ASST
Job Family Level 08
Exempt/Non-Exempt Non-exempt
Full Time / Part Time FULL TIME
Regular / Temporary Regular
Shift First/Day

Minimum Qualifications

Duke University 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 essential job 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.


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 officefunctions related to office management, communications, andbudgetary/accounting activities. OR and equivalent combination ofeducation and relevant experience.

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