Staff Assistant Asian and Pacific Studies Institute

Work Arrangement:

Requisition Number: 253711

Regular or Temporary: Regular

Location:

Durham, NC, US, 27710

Personnel Area: UNIVERSITY

Date: Feb 10, 2025

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.

Staff Assistant

Asian | Pacific Studies Institute

Be You.

This role provides vital support to the Asian | Pacific Studies Institute (APSI) at Duke University. As a member of the APSI team you will be immersed in an international community of students and scholars that fosters academic engagement with an important world region. The staff assistant operates in a dynamic environment to support our programs and constituents. You will coordinate a robust schedule of events focused on Asia, process funding awards for students, interface with visiting scholars hosted by APSI and join a tight-knit staff passionate about the region.

Minimum Requirements:

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in administrative support or a related business field.
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.
Work requires skills necessary to administer complex office functions related to office management, communications, event planning, and accounting.
The position requires excellent communication and interpersonal skills, the ability to multitask, and attention to detail. The ability to take initiative and interpret policies independently as needed is a must.

Preferred Qualifications:

Bachelor’s degree with work experience in a university administrative setting.
Knowledge of grant administration and varying sponsor rules and regulations is preferred.
A background in East Asian Studies with proficiency in a regional language preferred but not required.

Other Requirements:

N/A

This position is hybrid eligible with the expectation that three days be on-site in Durham (2204 Erwin Road). Must reside and work from an address in North Carolina the other two days of the week.

Be Bold.

Job responsibilities include the following:

Coordinate and develop APSI’s public programs and events (35%)

Work with the Program Director, APSI Faculty Director and APSI faculty to organize APSI’s speaker series, conferences, research clusters and co-sponsored events.
Manage logistics for all APSI events. Work directly with guest speakers to facilitate and finalize events details, arrange travel, and develop visit itineraries. Manage event catering and dining reservations. Identify and reserve suitable venues. For virtual or hybrid events, ensure set-up of webinars/meetings on Zoom.
Work with the communications team to ensure timely publicity for events.
Manage the payment process for guest speakers. Independently identify and collect the applicable documentation and process all the necessary payments, reimbursements and/or honorarium payments following the events.
Gather programmatic data, compile and interpret data to be reported on by the Program Director, and internal and external sponsors.

Coordinate Financial Services (35%)

Serve as APSI’s corporate card administrator and process all APSI corporate card transactions.
Manage the payment process for student awards. Execute award payments and fellowships for students.
Work in collaboration with various departments and offices at Duke to process faculty and student grants.
Consult with various Duke offices to ensure accurate documentation and processing of payments in compliance with regulations and policies regarding payment, especially for international visitors and students.
Conduct monthly reconciliation for all APSI fund codes.
For grant funds, reconcile expenditures, ensure allowability and allocability per sponsor and Duke rules and regulations; process ZJ and SA journal vouchers as needed. Completion of RCC/financial classes to be effective.
Collaborate with Program Director to manage co-sponsorship funds. Determine appropriate payment methods and execute payments.
Develop and maintain event-specific budgets in coordination with Program Director.
Assist with the annual budget planning. Build out and log annual budget actuals; work with Program Director to develop annual projections.

Manage APSI’s visiting scholar program (15%)

Respond to inquiries about APSI’s visiting scholar programs and consult with appropriate faculty to decide whether or not to host the visitor.
Manage the visa process for international scholars: collaborate with the visiting scholar to ensure all necessary documents are provided when submitting paperwork to Duke Visa Services; follow established guidelines and maintain a high level of integrity in regards to sensitive information, consulting and partnering with Visa Services when/if issues arise.
Develop and provide orientation to the visiting scholars upon their arrival and provide ongoing support during their visit at Duke.
Ensure updates of the APSI webpage for visiting scholars regularly.

Serve as APSI’s office manager and provide general support to APSI programs (15%)

Serve as the point of contact for inquiries about APSI programs, activities, and policies; answer APSI general line and connect people with appropriate persons and resources.
Purchase and maintain office equipment and supplies, including copier needs.
Order and maintain parking permits for APSI.
Provide guidance and support for APSI programs as needed.

Choose Duke.

At APSI, you will be part of a collaborative environment that promotes intellectual engagement with East and Southeast Asia. Our team values interdisciplinary dialogue among the faculty, students, and the staff, and you’ll be a significant part to shape the initiatives. APSI offers a holistic experience of academic administration—from conceiving and executing events to supporting research initiatives and fostering intellectual exchanges. Here, you don’t just observe; you play a hands-on role in cultivating a thriving academic community.

Duke University is consistently ranked among the top universities worldwide and is renowned for its cutting-edge research across disciplines. Beyond the engaging work, you'll also benefit from Duke's competitive benefits package including health insurance plans, generous paid time off, retirement programs with employer contributions, tuition assistance for employees and their children, and more.

Screening of Applications

For best consideration, apply by March 1, 2025. (Note: Search committee will screen applications as they come in and will continue screening until the specified date. Applications after the specified date will be considered a 2nd pool and cannot be reviewed until all applications before that date are deemed unqualified/unsuccessful.)

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $19.41 to USD $30.03. Duke University considers factors such as (but not limited to) the 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.

Requisition updated 2/12/2005 RW

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.