Staff Specialist

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America's leading research universities.

Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Nature of Responsibilities

The Staff Specialist provides administrative assistance of a complex and confidential nature in support of the activities of the Duke University Women's Center (WC). The Staff Specialist is often the first point of contact for guests and visitors of the WC, and is therefore responsible for welcoming all visitors, answering phone calls, and responding to general inquiry emails. The Staff Specialist provides excellent customer service to visitors, facilitates new hires, serves as the WC's financial and payroll liaison, manages the facility usage and assists with programs, services and marketing of the Center.

The Staff Specialist serves as the point of contact for the Center in operations of the space and interactions with all aspects of the facility. May provide support to other Student Affairs and Identity Center offices as determined by the supervisor.

The Staff Specialist assists with the maintenance of a welcoming and inclusive space for women and allies and aids the WC in its mission to "promote a campus that supports, celebrates, engages, and collaborates with women and femmes, student groups, and stakeholders to build a Duke culture that centers gender equity, intersectionality, and social justice."

Duties:

• Serve as the primary point of contact for guests and visitors to the Women's Center. Provide visitors and guests with tours of the Women's Center.
  
  Direct issues and concerns to appropriate staff members. Answer phone calls and respond to general inquiry emails. Distribute mail and packages.

15%

• Reconcile procurement card transactions for staff members. Maintain appropriate documentation on file.
  
  Reconcile monthly statements and track expenses. Maintain electronic documentation of all expenses. Initiate transactions (AP Check Requests, J/Vs, Purchase Orders, etc.) as appropriate and necessary in SAP.
  
  Provide monthly variance reports to the Director and other financial analysis as needed and requested. Take appropriate financial training classes as needed.

25%

• Using existing policies and procedures, schedule room rentals and reservations, building access, and parking needs, not to conflict with other programming/facility use. Maintain calendar for Women's Center (unit calendars in Outlook, DukeGroups, and DukeCalendar). Assist in scheduling WC meetings with partners and stakeholders. Coordinate electronic door access for programs, vendors, staff, and students.

15%

• Assist with Women's Center special event coordination. Coordinate with internal staff and vendors for tasks such as contract negotiation and finalization, security, catering, décor, and other logistics.
  
  Schedule set-up and take-down of chairs/tables for building areas to support programs, using Conference and Event Services. Arrange for rental of necessary equipment and furniture for events.

15%

• Assist with stewardship of WC's donors, including mail-merging and printing weekly acknowledgment letters for Director's signature, ensuring that student workers are signing/sending thank-you cards, and tracking acknowledgments that need to be sent vs. what's been sent. Send donor gifts and keep track of gifts sent.

10%

• Maintain an inventory of office supplies, housekeeping supplies, and equipment. Order additional supplies as necessary. Facilitate key office services, including copier, printer, building card access, parking permit, and deliveries.

5%

• Arrange for the maintenance, cleaning, and general upkeep of the Women's Center.

5%

• Assist with hiring, training, supervision, and evaluation of student employees, including the hiring paperwork and bi-weekly timekeeping.

5%

• Provides the duties described above for other Student Affairs and Identity Center offices as assigned; perform related duties as assigned or required to meet division/university goals and objectives

5%

General Qualifications

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

Specific Skills and Competencies

• Knowledge of Duke operational systems (payroll, card access, facilities management, etc.) highly desirable.

• Knowledge of and interest in gender equity, feminist and womanist theory, intersectionality are important.

• Exceptional written, verbal, and interpersonal skills are essential.

• High-level organizational skills, attention to detail and discretion are required.

• Basic knowledge of Microsoft Office is necessary.

Duke University is an Affirmative Action/Equal Opportunity employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender identity, gender expression, national origin, race, religion, sexual orientation, or veteran status.

Minimum Qualifications

Education

Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.

Experience

Work generally requires three years of clerical or research experience OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR 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.

Duke 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 essentialjob 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.

Nearest Major Market: Durham

Nearest Secondary Market: Raleigh