Staff Specialist

Location
North Carolina, United States
Posted
28 Oct 2018
End of advertisement period
28 Dec 2018
Ref
401499100
Contract Type
Permanent
Hours
Full Time

Job Description

Occupational Summary

Support the Vice Provost for Civic Engagement and the DukeEngage program team. We are looking for a detail-oriented team player who thrives in a fast-paced, deadline-oriented environment, takes initiative, and has exceptional organizational and communication skills. This position reports to the Assistant Vice Provost for Civic Engagement.

Work Performed

Support the Assistant Vice Provost for Civic Engagement / Executive Director for DukeEngage (50%)

  • Organize and book travel
  • Schedule and coordinate meetings and events, ensuring that all logistical arrangements are made in terms of notifications and confirmations, physical space reservation and preparation, materials, equipment, communications, and food
  • Perform clerical responsibilities: copying, printing, faxing, scanning, filing, file formatting, etc.
  • Process financial documentation (expense logs, cash reimbursements, etc.)
  • Serve as DukeEngage and civic engagement receptionist: ensure front desk coverage, answer and route telephone calls, provide information and personal assistance to visitors
  • Assist Director in prioritizing multiple demands from a variety of stakeholders
  • independently respond to inquiries representing the Director
  • React quickly to changing priorities on behalf of Director
  • Serve asprimary staff person working with a variety of vendors
  • Interact with many Duke leadership offices

Support the DukeEngage Program Team (50%)

  • Manage logistics for all DukeEngage Conferences and Trainings including vetting, selecting, and liaising with a range of vendors including those providing, ground travel, lodging, and catering.
  • Ensure that all meeting logistical arrangements are made in terms of notifications and confirmations, physical space reservation and preparation, materials, equipment, and communications.
  • Collaborate with the Assistant Director for Training and Student Development on the Fortin Foundation DukeEngage Academy, the largest undergraduate conference in the United States, on associated internal admin tasks and upon request, across campus departments and units
  • Maintain detailedrecords, manage bookkeeping and create reports for the Senior Assistant Director for Student Programs and Outreach.
  • Assist with mailing lists, videoconferencing set up, key and parking pass reservations, and other responsibilities as needed
  • Maintain spreadsheets of summer phone, email, and local address contact information for oversees and US-based faculty, staff, vendor staff, and students
  • Compile Qualtrix spreadsheets including, job applications, student evaluations, conference registrations from submitted data
  • Maintain a shadow budget in excel for all training expenses and review submitted receipts for appropriate expenditures, completeness, and consistency with the established budget
  • Using mail merge, create nametags, address thank you notes, and print appropriate event signage
  • Where appropriate, assist with social media Assist with DukeEngage- marketing and support including adding web content to the DukeEngage website
  • Inventory supplies and order new supplies
  • Perform clerical responsibilities (copying, printing, faxing, scanning, filing, digital and physical correspondence, file formatting, etc.) upon request
  • Perform other related duties incidental to the work described herein as well as special projects and other work, as assigned.

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 of personnel so classified.

Required Qualifications at this Level

  • Education/Training: Work requires knowledge of basic research and communications principles normally acquired through twoyears of postsecondary education.
  • Experience: 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 experience requirement. Familiarity with Duke University administrative and financial policies and procedures a plus.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Skills:

Exceptional attention to detail and organizational skills. Demonstrated ability to take initiative and ask questions Excellent oral and written communication skills. Knowledge of data entry, office procedures, Microsoft Excel, Microsoft Windows, Microsoft Word. DukeEngage, Duke University EEOO/AA employer.

Requisition Number

401499100

Location

Durham

Duke Entity

UNIVERSITY

Job Code

313 STAFF SPECIALIST

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 Employercommitted to providing employment opportunity without regard to anindividual's age, color, disability, gender, gender expression, genderidentity, 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 robustexchange of ideas—an exchange that is best when the rich diversity ofour perspectives, backgrounds, and experiences flourishes. To achievethis exchange, it is essential that all members of the community feelsecure and welcome, that the contributions of all individuals arerespected, and that all voices are heard. All members of our communityhave a responsibility to uphold these values.

Essential Physical Job Functions:Certain jobs at Duke University and Duke University Health System mayinclude essential job functions that require specific physical and/ormental abilities. Additional information and provision for requests forreasonable accommodation will be provided by each hiring department.

Education

Work requires knowledge of basic mathematical, research andcommunications principles normally acquired through two years ofpostsecondary education.

Experience

Work generally requires three years of clerical or research experienceto acquire skills in administrative or project researchresponsibilities as well as accepted office organization,communications and research practices.A bachelor's degree in a field of study directly related to thespecific position may be substituted for the education and two yearsof the experience requirement.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Auto req ID

105693BR