Official Job Title: Staff Assistant
Job Code/Level/Family: 0148 / 08 /06
Departments: Resource Administration/Office of the Vice President
Supervisors: Executive Director, Strategic Operations, Resource Administration
Admin Asst to the Vice President, Office of the Vice President
Position Status: Full-time, Regular, Nonexempt
Staff Supervision: undergraduate and graduate student employees (10-12)
Schedule Note: 7:45am 4:45pm, Mon-Fri
Scope of Responsibilities
Oversees front desk operations for the Office of the Vice President including recruitment, training, and scheduling of student employees. Monitors quality of client services providing feedback and additional training as needed.
Processes student payroll and approves time for student employees. Delivers primary client services as needed.
Provides administrative support for Resource Administration directors within Student Affairs and assists support activities related to marketing and communications efforts for the Division of Student Affairs.
Oversee daily operations of the "front desk" in the Office of the Vice President. Recruit, train and supervise student employees. Monitor quality of client services and provide feedback and additional training as needed. Develop and monitor student schedules to ensure coverage, handle schedule changes, review and approve submitted time reports. Proactively assist with challenging phone calls and visitors and refer to other resources as appropriate. Provide primary client service support when students are busy with other clients and/or otherwise not available.
Assist with website change requests including creation and editing of both text and image content. Maintain division social media accounts and division's image archive.
Provide general administrative support for the Resource Administration directors including scheduling meetings, purchasing, preparation of expense reports, and other tasks as needed.
Two years of post-secondary education and three years of related work experience. Strongly prefer Bachelor's degree and additional relevant work experience.
Desired Job-Specific Skills, Behaviors and Competencies
Customer service skills including listening, empathy, positivity, patience, clarity in communications, and willingness to improve
Supervisory skills and experience and/or interest in working with student employees
Organizational skills including multitasking, effectively managing multiple priorities and deadlines, and completing tasks thoroughly and accurately
Interpersonal skills that support others, foster trust, and respect the identities, views and choices of others
Understanding of website content management systems, specifically Drupal and Wordpress
Working knowledge of image creation and manipulation using Adobe Creative Suites.
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.
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.
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.