Staff Asst, Sanford School Of Public Policy

Duke University Durham , NC 27701

Posted 7 days ago

Occupational Summary

Provide assistance to the Director and Administrative Assistant of the Samuel and Ronnie Heyman Center for Ethics, Public Policy and the Professions, a center within the Sanford School of Public Policy which supports teaching, research, conferences, and colloquia in the areas of philanthropy and voluntarism, ethics, and public policy in general. This position will work as a team member in maintaining efficiency of office operations in accordance with general instructions and office procedures and policies. The position will provide support for the work of the Director, as well as assist and serve as backup to the Administrative Assistant of the Center.

Work Performed

A detailed description of tasks and responsibilities (random order):

General Office, Non-financial

  • Serve as liaison to the public in a friendly and eager-to-help manner; this includes students, faculty members, vendors, alumni, donors, potential donors to the University, and other outside sources and affiliates of the Center

  • Prepare final letters, from drafts submitted by the Director, quickly and accurately, after close proof-reading and editing to ensure grammatical accuracy and conformance with general policy and factual correctness

  • Maintain and update large database of Outlook contacts(over 5000 entries) and other miscellaneous address files as requested

  • Organize and maintain large volume of administrative files general correspondence files, Board files, seminar/lecture files, and other topic files

  • Order supplies (includes monitoring and maintaining inventory), as well as order books and publications as directed

  • Serve as backup to administrative and executive assistants when these assistants are out of the office

  • Assist with daily tasks and special projects assigned; provide support for any task the Center undertakes (having an attitude of willingness to do "whatever it takes" to get the job done)

Financial Responsibilities

  • Serve as financial administrator of 10 Fund Codes (at present), including

o Requesting travel, miscellaneous reimbursement for Director, guest speakers, and conference participants

o Submitting Accounts Payable Check Requests & Reimbursements Requests for payment of other expenses

o Reviewing and reconciling all monthly statements of fund codes

  • Processand maintain all financial records for the Center, including

o Reconciling and maintaining records for purchases made using Duke procurement card (WORKS accounting system)

o Preparing quarterly reports as requested to the Director and Executive Assistant; keeping Director and executive assistant informed on budgetary status and offering input and advice on maintaining and adhering to budgets

  • Assist in preparation of annual budgets pertaining to grants and other general fund codes

  • Assist in writing and revising proposals and complex reports relative to the Center and its funding; includes compilation, analysis and evaluation of data

  • Assist with grants paperwork and record-keeping

Special Events/Special Projects

  • Assist Administrative Assistant with coordinating and facilitating seminars, conferences, and special gatherings and events relating to the work of the Center

  • Plan,coordinate, and facilitate mass mailings (such as 2600 annual holiday card mailing)

Perform other related duties incidental to the work described herein.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 ideasan 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 a broad knowledge of clerical and accounting principlesand practices normally acquired through two years of post-secondaryeducation in secretarial science or a related business field.

Experience

Work generally requires three years of related secretarial/clericalexperience 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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Staff Asst, Sanford School Of Public Policy

Duke University