Staff Assistant, Nicholas Institute for Energy, Environment & Sustainability

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 for Energy, Environment & Sustainability

The Nicholas Institute for Energy, Environment & Sustainability at Duke University accelerates solutions to critical energy and environmental challenges, advancing a more just, resilient, and sustainable world. The Nicholas Institute conducts and supports actionable research and undertakes sustained engagement with policymakers, businesses, and communities—in addition to delivering transformative educational experiences to empower future leaders. The Nicholas Institute’s work is aligned with the Duke Climate Commitment, which unites the university’s education, research, operations, and external engagement missions to address the climate crisis.

Working closely with Duke University schools and other units, the Nicholas Institute for Energy, Environment & Sustainability advances the university’s mission to build a more sustainable world by developing transformative educational experiences; galvanizing and conducting impactful research; and engaging with key decision makers at the global, national, state, and local levels. 

Diversity, equity, and inclusion are core values of the Nicholas 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.

Overall Division of Responsibilities

This role provides comprehensive administrative support for various positions within the Nicholas Institute for Energy, Environment & Sustainability (NIEES). 50% of this person’s time will be spent on work related to the Education & Experiential Learning pillar of the institute. This role provides comprehensive administrative support for various positions within the Nicholas Institute for Energy, Environment & Sustainability (NIEES). 50% of this person’s time will be spent on work related to the Administrative team of the institute. Responsibilities include meeting coordination, record maintenance, database upkeep, event assistance, meeting minutes, and logistical support for the team. Collaboration with other Duke University and NIEES administrative roles is essential.

Duties and Responsibilities

Education (50%)

Course Administration

• Monitor and manage course creation, and cross listing within the ENERGY and ENRGYEGR designations, and track participation in courses and programs.  
• Schedule ENERGY and ENRGYEGR courses in CLSS according to the Office of the Registrar deadlines and expectations
• Keep records of student participation and progress in the Energy & Environment undergraduate certificate. Provide administrative support to faculty directors at Nicholas School and Pratt.
• Maintain university-wide Climate & Sustainability course list for each semester, to be shared across units, particularly within the Office of Climate & Sustainability.
• Attend Office of the Registrar, DUSA/DGSA meetings; facilitate relationships with other schedulers and coordinators across schools. Share relevant updates with the team.
• Collect energy-related syllabi and update NIEES website with relevant semesterly updates.
• Organize assessment data, specifically course evaluations and professor feedback.

Student Outreach

• Collect and maintain records of student assistants and alumni.
• Facilitate communication between student interns and NIEES faculty and staff.
• Administer student feedback surveys at various points throughout the year. Aggregate and organize responses to be shared with NIEES staff.
• Provide logistical support for student intern events, including onboarding, lunch and learns, and mixers.
• Facilitate participation in Majors/Minors Fairs, Blue Devil Days, Orientations by organizing materials and reserving spaces as needed.
• Maintain database of Energy Internship Program alumni; help facilitate outreach as necessary.

Administration (50%)

Coverage related to financial transactions, calendar management, and other general administrative support for designees:

• Serve as a point person for submitting designated employees’ travel expense reports and reimbursements. Use assigned software to check and compare with source documents and bring significant issues, changes, errors or omissions to the attention of the administrative coordinator.
• Provide Director level calendar management support for one or more individuals, schedule and coordinate arrangements for seminars and conferences, appointments, meetings, lectures, classes and speaking engagements;attend meetings to provide information and serve as a resource person; answer questions concerning departmental or divisional activities and transmit instructions and/or information to and from staff members.

Shared coverage of administrative team responsibilities with other staff assistants:

• Purchasing through Buy@Duke and procurement card as needed
• Serve as a scheduler for NIEES space (confirm reservations, alert facilities and parking of special events)
• Receive, welcome, and host visitors, students, staff and faculty to NIEES; assist with general inquiries and needs.
• Cover main desk area as needed (presence, hospitality, mail routing, etc.)

Required Behavioral Competencies

• Attention to Detail: Displays exceptional attention to detail, ensuring accuracy and precision in all tasks and communications.  Demonstrates a consistent commitment to following up with others to ensure that information is comprehensive and complete.
• Collaborating with Others: Ability to work collaboratively, both in formal and informal capacities, within one’s team and across the organization.
• Curiosity and Information Seeking: Demonstrates a natural inclination for curiosity and actively engages in personally investigating problems or situations. Willingness to learn about issues related to climate change and sustainability.
• Dealing with Ambiguity: Proficiently navigates change and adapts seamlessly.  Capably makes decisions and acts even when the picture is not complete.
• Decisiveness & Judgment: Demonstrates sound judgment by making well-considered decisions in moderately complex situations, even when information may be lacking.  Recognizes the appropriate times to elevate decisions to a higher level.

• Flexibility: Displays the capability to adapt and function efficiently in a diverse range of situations, collaborating effectively with various individuals and groups.

• Initiative: Demonstrates proactive behavior and works independently, taking prompt action to achieve objectives.  Exhibits timely responsiveness when faced with challenges and requires minimal prompting.
• Organizational Awareness: Exhibits the capacity to comprehend and grasp organizational relationships and dynamics, effectively utilizing this knowledge to attain objectives and goals.
• Planning, Prioritizing, and Multitasking: Skillfully identifies and categorizes assigned tasks according to their level of importance and urgency, requiring minimal supervision.

Preferred Skills:

• Knowledge of Concur system and managing expense reports
• Buy@Duke policies and procedures for purchasing
• Independent thinker with a strong work ethic
• Good organizational and implementation skills along with problem solving and attention detailed required.
• Strong written and verbal communication skills are necessary.
• Demonstrate proficiency in the use of a range of software to perform business and operational tasks (e.g. MS Word, Excel, and PowerPoint, Zoom, Qualtrics, Outlook, and Box).

Required Qualifications at this Level

Education/Training

Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary in a business-related field.

Experience

Work requires 4 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. Or an equivalent combination of relevant education and/or experience.

This job description intends to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

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.