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STAFF ASSISTANT - CTR FOR CHILD AND FAMILY POLICY SANFORD SCHOOL OF PUBLIC POLICY

Work Arrangement: 
Requisition Number:  207291
Regular or Temporary:  Regular
Location: 

Durham, NC, US, 27710

Personnel Area:  UNIVERSITY
Date:  Sep 9, 2022

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.

 

Job Description
STAFF ASSISTANT
(Job Code 0148, Level 08)
(Full-Time, 40 hours per week)
Center for Child and Family Policy
Sanford School of Public Policy
Duke University


Mission

The Center for Child and Family Policy is dedicated to improving the well-being of children and families through research, education, and engagement. We study factors that influence child outcomes, develop and test promising interventions, and advance evidence-based practices and policies that can inform change and unlock opportunities for all children and their families.

 

Occupational Summary

Perform administrative and research support responsibilities in support of the programs, research, and activities of the Center for Child and Family Policy.


Work Performed

A detailed description of functional areas and tasks follows:

 

Administrative (30%)

  • Assist in preparing complex reports, grant proposals, and PowerPoint presentations requiring the identification of sources, compilation, analysis, and evaluation of data. 
  • Review research reports: check and compare with source documents and bring significant items, changes, errors, or omissions to the attention of the supervisor.
  • Assist Center Director, Associate Director, and Scientific Manager with various administrative and management tasks.
  • Support Center faculty, researchers, and staff with administrative tasks, e.g., graphic design, tables, charts, virtual meetings.
  • Proofread, edit, and format scientific articles, grant applications, reports, policy briefs and book chapters. 
  • Coordinate arrangements for and provide assistance with meetings and events (in-person and virtual) at the Center and with external stakeholders.
  • Attend meetings and take minutes when requested.
  • Provide general administrative support through other administrative tasks such as: reporting maintenance issues, troubleshooting problems with copier/printer/fax machine when needed, using 25Live to reserve meetings rooms, managing Center’s permit to park in lot, orientating new employees and giving tours of suite and building.

 

Financial (30%)

  • Review monthly financial statements, reconcile, follow up on missing receipts.
  • Clear corporate card purchases by creating travel and non-travel vouchers in Duke@Work.
  • Create Accounts Payable Check Requests.
  • Use Buy@Duke to set up Purchase Orders and make purchases (office supplies, etc.).
  • Process payments to experimental subjects participating in Center research projects.
  • Maintain records for several short-term cash funds for confidential Center research projects, responsible for distributing cash to interviewers, reconciling cash fund, going to Cashier’s office to replenish and deposit funds.

 

Research Project Administration (40%)

  • Coordinate scheduling of classroom observations in multiple childcare centers across the state
  • Assist with data collection and processing with early childhood directors and teachers
  • Process payments for research participants
  • Submit receipts according to accounting protocols 
  • Prepare and ship project materials to childcare centers 
  • Assist with preparations for all-day center retreats, including identification of meeting spaces, meal planning, coordination with community partners, management of invoices, and purchase/organization of retreat materials 

 

Perform other related duties incidental to the work described herein. 

 

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. 

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, national origin, race, religion, sexual orientation, or veteran status.

 

Minimum Qualifications
Education

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.  

 

Experience
Work generally requires three years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities. OR and equivalent combination of education and relevant experience.

 

Department Education/Experience Preference
Bachelor’s degree or three years administrative experience required.

 

SKILLS
Required:

  • The successful candidate will be resourceful, able to juggle multiple tasks at once, take initiative and be proactive.  Have strong organizational and communication skills, attention to detail, ability to multi-task/switch priorities as needed, persistence in following up with calls or emails
  • Excellent written and oral communication skills
  • Excellent interpersonal skills
  • Proofreading, editing, and formatting skills
  • Microsoft Office Suite (Word, Excel, PowerPoint, and Publisher)

 

Preferred:

  • Word Press
  • Zoom
  • EndNote (or similar bibliography software)
  • Facebook, Twitter, YouTube

 

In addition, the successful candidate will possess the following qualities/attributes:

  • This position requires the ability to reach out to and communicate clearly and professionally with a range of Center stakeholders including, but not limited to, faculty, staff, policymakers, and community members.
  • He/she must possess the ability to work independently as well as in teams.

 

 

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