Staff Assistant, Psychology and NeuroscienceStaff Assistant, Psychology and Neuroscience
The Staff Assistant is a multi-function position held in the Department of Psychology & Neuroscience at Duke University. The incumbent will provide programmatic support and manage components of departmental programs by performing a variety of administrative and managerial duties with wide latitude for exercising discretion and judgment. S/he will apply knowledge and skills to resolve administrative problems independently or with others.
1. Event Planning (75%): Provide overall management and implementation of activities for P&N-related events, including ones that occur frequently each term (e.g., brownbags, colloquia, faculty and committee meetings, student defenses, etc.) as well as special events (e.g., faculty searches, local conferences, beginning and end-of-year celebrations, etc.)
• Determine type, format, nature, venue and other related aspects of events to best represent the program, including coordination of logistical arrangements. Direct operational activities to ensure adequate attendance based on location, event theme and timing; where appropriate, consider and pursue possible joint-sponsorship with other departments/institutes/schools.
• Identify and determine vendors; negotiate costs and seek approval from P&N’s business manager for funding sources.
• Assess effectiveness of events and recommend changes as appropriate to ensure completion of all event objectives.
• Maintain department’s room schedule.
• Collaborate withP&N faculty, staff and students to ensure effective public relations for the activities; i.e., brochures and promotional materials, social media, website content.
• Collaborate with P&N faculty to create meeting schedules (e.g., for faculty candidates). Schedule all related meetings, meals, transportation, etc. with P&N faculty as well as other faculty and administrators at Duke.
• Recruit, interview and hire work-study students to assist with events when appropriate. Supervise their work at each event. Work with P&N’s payroll clerk to ensure payment to students in a timely fashion and according to Duke and departmental guidelines.
• Manage event budgets. Determine how to spend the allocated dollars to support the program activities.
• Ensure compliance with Duke’s cost-saving rules and regulations with consideration of money-saving opportunities. Track shared expenses for co-sponsored events.
• Prepare financial reports for events.
2. Website Updates (15%): Review website on a regular basis to ensure information is up to date and accurate.
• Coordinate with area heads across five graduate training areas to ensure all information is up-to-date.
• Review web page monthly for out-of-date or missing information, broken links, and errors and update as needed.
3. Facilities (10%): Provide overall management of facility maintenance issues withinP&N – primarily, but not limited to, the Soc/Psych Building.
• Submit maintenance work requests to the appropriate Duke entity and track them through completion using the Duke University Facilities Management database. Maintain internal tracking of requests to ensure issues do not repeatedly occur without a plan for improvement.
• Act as liaison with University Housekeeping supervisors to ensure department facilities and classrooms are clean and the classrooms stocked.
• Maintain WebCentral database to correctly record room assignments and usage. Update door signage as needed.
Perform other related duties incidental to the work described herein.
Education: Education requires at least 2 years of college education
Experience: Work requires four years of related experience OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Applicant must possess a pleasant demeanor and have the ability to interact well with others. Extensive proficiency and experience with MS Word/Excel/PowerPoint/Google docs preferred. Experience with WebCentral a plus. The applicant must also possess: • Evidence of organizational skills and attention to detail. • Excellent communication skills, oral and written. • Must possess self-initiative and program management skills. Project management, leadership development, and program development experience highly preferred. • Experience, knowledge of Duke Community strongly preferred.
Requisition Number 401499591
Duke Entity UNIVERSITY
Job Code 476 STAFF ASST
Job Family Level,09
Full Time / Part Time FULL TIME
Regular / Temporary Regular
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/ormental 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 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
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