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Duke University and Duke University Health System require all students, faculty and staff to receive the COVID-19 and influenza vaccines.  After you have officially accepted a position at Duke, you may request a religious or medical accommodation.

STAFF ASST

Requisition Number::  186508
Date:  May 3, 2022
Location: 

Durham, NC, US, 27710

Personnel Area:  UNIVERSITY

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.

 

 

About the Nicholas Institute/Energy Initiative at Duke University

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.

 

The Newly Merged Institute:

Duke University is heightening its commitment to accelerate sustainable and equitable solutions to the climate crisis and develop a new generation of climate-literate thought leaders. An ambitious university-wide strategy will build on decades of successful energy and environmental research, education, and external engagement efforts. As part of this endeavor, the university is merging two of its signature interdisciplinary units: the Nicholas Institute for Environmental Policy Solutions and the Duke University Energy Initiative. Working closely with Duke University schools and other units, the newly merged institute (NMI) will advance the university’s climate strategy by developing transformative educational experiences; galvanizing and conducting impactful research; and engaging with decision makers at the global, national, state, and local levels.

Diversity, Equity and Inclusion are core values of the newly merged institute. We believe that the educational environment is enhanced when diverse groups of people with diverse ideas come together to learn. Applicants with a demonstrated commitment to issues of diversity in higher education are particularly encouraged to apply.

 

OCCUPATIONAL SUMMARY

 

Full-time and in-person position

 

Perform a variety of administrative duties to support the Director and assist with administrative duties for the staff of the Newly Merged Institute (NMI). This full-time, in-person position will report to the Program Coordinator, Sr. (Office Manager) for daily operations and coordination of activities as part of the administrative team.

 

Work Performed

This position will be located at the NMI Gross Hall offices and will be responsible for welcoming and hosting visitors, students, staff and faculty.

 

Oversee the calendar for the Director including but not limited to; scheduling meetings, preparing materials and providing instructions/assistance to those in attendance. Assist in the management of NMI events including coordination with co-sponsoring departments, faculty, staff and students. Responsible for all travel reservations and expenses for domestic and international travel of the Director. Receive and answer correspondence in draft and final form on behalf of the Director.

 

Study emails, meeting requests, documents received; check and compare with previous reports and other data and bring to the attention of the Director significant items, changes, errors or omissions; coordinate with the administrative team the maintenance of office files, keeping correspondence and reports available for reference and ensuring efficient operation of the office. Manage electronic and paper file directories and organization of current documents for reference. Document contacts, maintain current contact information, and email distribution lists for all activities of the Director, within Duke and external to Duke.

 

Prepare expense reports for the Director and submit for approvals, following all Duke University policies and procedures. Prepare meeting summaries, notes from conference calls and provide recommendations for next steps as appropriate.

 

Plan and coordinate day-to-day administrative duties, for Director and other NMI staff, under the direction of the Program Coordinator, Sr. (Office Manager) as part of the admin team within the NMI. Review completed work for adherence to instructions and for correctness, as needed. Provide backup support to the Program Coordinator, Sr. and Staff Assistant as needed.

 

Recommend activities and support any team functions as part of the admin team including webinars, workshops and department retreat activities.

 

Skills: Organization; attention to detail; good oral and written communication; proofreading and editing; flexible; team oriented.

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 four 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 AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

 

Preferences:

Education/Training: Bachelor’s degree in a related area or an equivalent combination of relevant education and professional experience and working knowledge of administrative processes in higher education.

 

Experience: Knowledge generally acquired through a minimum of five years of executive secretarial/administrative experience of increasing variety and or complexity. Including expenses, accounting systems and administrative systems.

 

 

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