Learning and Community Engagement Assistant

Occupational summary 

Sarah P. Duke Gardens is a 55-acre botanic garden in the heart of Duke University that inspires transformative learning, promotes wellness and builds community. More than 600,000 people visit the Gardens annually. The Learning and Community Engagement team offers a broad range of ways to engage visitors and program audiences in garden-inspired learning.

The Learning and Community Engagement Assistant is responsible for a combination of frontline visitor service and administrative support for all program areas of the Learning and Community Engagement team, including school programs, tours, adult and university programs, volunteers and visitor experience.

Work Performed 

This is a permanent part-time position working 32 hours over 5 days per week, in person, generally on weekdays between 8:30am-5pm.

Responsibilities include:

• Participate as a key member of the Learning and Community Engagement staff, working to serve visitors, program participants and Gardens members at the highest level of customer service.
• Develop, implement and maintain data management systems for all program audiences in databases, spreadsheets, shared calendars and registration software.
• Regularly update operations manual to document systems processes. 
• Establish and follow data entry protocols for an efficient and effective workflow, maintain organized records and produce timely reports.
• Assist in managing registration process for various programs areas, including adult, family, university and school programs, summer camps and tours. Input programs into registration software, prepare contracts, advise program staff on enrollment status and communicate other key program details to staff, volunteers and student workers.  
• Process secure payments, reconcile revenue across program areas, maintain point of sale equipment and liaise with Duke University departments that oversee program accounts and establish secure payment processes.
• Assist in Welcome Center front desk operations. Interface with visitor experience volunteers and student workers. 
• Assist in inventory and restock of visitor services supplies. 
• Respond to phone calls, emails and in person questions from visitors and program participants.
• Collaborate with Learning and Community Engagement staff to evaluate and improve visitor service.
• Assist in maintaining program spaces including Welcome Center visitor resources, classroom supplies, AV equipment and other program resource materials.
• Maintain knowledge of garden and program areas through participation in meetings, tours and trainings.

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.

Skills:

• Excellent frontline customer service, phone etiquette and practical problem-solving skills.
• Proficiency with computer programs including Word, Excel, Teams, SharePoint, Adobe Acrobat, Airtable or similar databases and the ability to learn new technology quickly.  
• Collaborate effectively across staff teams and be proactive in sourcing information.
• Ability to manage and prioritize multiple competing projects and goals while remaining organized and completing tasks in a timely manner. 
• Maintain focus amid frequent interruptions.
• Basic math functions necessary for financial reconciliation and database management, including calculations using fractions, percentages, and ratios.
• Attention to detail.
• Capacity to communicate effectively and tactfully with many different audiences and constituencies through multiple methods. 
• Dedication to creating and supporting a safe, inclusive and welcoming environment for teammates, volunteers, and program participants. 

This position has an hourly pay rate with a pay range of $19.80-30.63

Apply through Duke Careers and submit a copy of your resume and cover letter to GardensJobs@duke.edu.

Primary Responsibilities

40% - Frontline visitor services support including responding to inquiries and Welcome Center operations

50% - Administrative support for Learning and Community Engagement programs

10% - Maintain knowledge of garden and programs areas

Education/Training 

Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor’s degree program or equivalent professional certifications.  

Minimum Qualifications

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 of 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.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $19.80 to USD $30.63. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family- friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

Essential Physical Job Functions:

Certain jobs at Duke University and Duke University Health System may include essential job 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.

Education

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

Experience

Work generally requires four years of clerical or research experience to acquire strong skills in administrative or project research responsibilities as well as accepted office management, communications and research practices. A bachelor's degree in a field of study directly related to the specific position may be substituted forthe education and two years of the experience requirement. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Degrees, Licensures, Certifications

Work generally requires four years of clerical or research experience to acquire strong skills in administrative or project research responsibilities as well as accepted office management, communications and research practices. A bachelor's degree in a field of study directly related to the specific position may besubstituted for the education and two years of the experience requirement. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE