Staff Specialist, Trinity College

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

Trinity College Academic Deans

Job Description

This position reports to the Business Manager of Trinity College and works closely with the Directors of the Office of Student Returns and Cardea Fellows Program. The position provides primary administrative and managerial support of a complex and confidential nature to these offices.

Preferred Skills:

  • Excellent time-management and organizational skills.
  • Event planning experience
  • Meticulous attention to details.
  • Ability to communicate professionally and effectively with a wide variety of constituents, including students, alumni, and university colleagues.
  • Demonstrated ability to work independently as well as part of a team.
  • Committed to diversity and inclusion at Duke.
  • Proficiency in computer skills, including Microsoft Word, Excel, and PowerPoint, as well as interactive web-based and academic software
  • Proven ability to manage multiple projects and deadlines.
  • Familiarity with institutional financial systems, processes, and policies. 
  • Enthusiasm, friendliness, resourcefulness and ability to be proactive.

Work Performed Office of Student Returns 60%

  • Advise former Pratt and Trinity students about subjects related to the Duke readmission application process including, but not limited to:
    • Expectations while away
    • Requirement standards for return to Duke (e.g., cycle deadline dates, letters of recommendation, medical assessment, employer support)
    • Application review process, procedures, and practices
    • Post-return campus resources and support
  • Maintenance of Office of Student Returns Website
    • Study manual related to editorial maintenance of OSR website.
    • Make necessary policy updates to the OSR Website as needed.
    • Manage routine cycle uploads of the return application cycle.
  • Manage and Monitor OSR Application Review Process (3Xyearly)
  • Process student applications/documents as they are received.
  • Upload student return applications, supporting documents and select email correspondence into the relevant student record (ImageNow) and OSR workflow.
  • Evaluate completeness of each return application and communicate status tostudent via the automated tracking system (ATS)/SISS checklist. Enter correspondence into student record (ImageNow) and OSR workflow.
  • Evaluate each application and determine appropriate workflow queue (e.g., Incomplete, CAPS, Office of Student Conduct, Student Health Center, Final Review) and initiate routing process so the director or committee can review application materials.
  • Monitor the length of time each application remains in a respective work flow queue/under review by a particular office.
  • Upload committee responses and keep director apprised of the progress of each application.
  • Notify students regarding application status and remain in contact with them throughout review process (e.g., automated tracking system, email).
  • Data Input/Management: Enter predetermined return data into Microsoft Access.
  • Monitor OSR Email: Assist in monitoring OSR email. Construct all correspondence from OSR email account.
  • Manage OSR telephone line and triage calls to appropriate person for action.
  • Administratively Close Each Return Cycle: Verify list of returning students.
  • Coordinate campus-wide student participation in the Oral History Project initiative that aims to document the experience of Duke students.
  • Process all Attrition Notices, including withdrawal notification letters, for student's separation from Duke; this includes medical withdrawals, personal leaves of absence, academic dismissals, conduct suspensions, voluntary withdrawals, and administrative withdrawals, and all Return to Program forms, collaborating with the Registrar's Office, as needed;prepare and send confirmation of separation letters; maintain statistics concerning student attritions; collect, deposit, and keep financial records of application fees each cycle.
  • Responsible for processing OSR financial transactions, including 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 for supervisor(s) review. Reconcile transactions on a monthly basis.
  • Support application process and award distribution for the Davis Projects for Peace.

OSR Events, Student Ambassadors, and Other College Support 15%

  • Coordinate year round (post-return) activities of the OSR.
  • Assist in supervising a select group of returning students charged with planning OSR social events and act as chaperone on group trips.
  • Coordinate student participation in the Oral History Project initiative that aims to document the experience of returning students.
  • Co-organize the biannual national, Readmissions Conference to be held on Duke University’s campus.
  • Contribute to telephone and front desk reception effort in Academic Deans’ office for students, parents, faculty, and administrators; screen, sort and distribute mail and documents; back-up for Trinity College financial processes

Cardea Fellows Program 25%

  • Manage the Cardea Fellows’ Sakai site, including uploading new assignments; maintain calendar and task list, monitor submissions; communicate with students; and inform Director and Assistant Director regarding student status
  • Help support all Cardea programming and events, including recruitment, orientation, new fellows lunch, panels, information sessions, workshops, social events, group retreat, dinners, induction ceremony, prehealth fairs, graduation. Duties will include reserving space, ordering food and event supplies, preparing materials, coordinating with Chronicle for ads, arranging transportation, and assisting at events (set-up and take-down).
  • Assist with the recruitment/application process: Coordinate and track committee member participation; prepare and distribute application materials for committee review; create and submit new fellows welcome ad to Chronicle
  • Manage the scientific calculator and iClicker loaner program: informational communications, managing agreement forms, tracking loaned equipment and returns.
  • Tracks books and prep gifts distributed, including overall program costs.
  • Schedule annual events and track participation as appropriate, including the Critical Thinking Assessment and SeniorExit interviews; update colleague’s calendars as appropriate All staff assist with staffing of office-wide and college-wide events including Graduate and Professional School Day, Visible Thinking Forum, and Commencement, with occasional night or weekends required.

Perform other related duties incidental to the work described herein.
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. All staff contribute to the overall efficiency and effectiveness of office.

Requisition Number 401498150
Location Durham
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 knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.


Work generally requires three years of clerical or research experience to acquire skills in administrative or project research responsibilities as well as accepted office organization, 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

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