Staff Assistant

Occupational Summary:

The Compliance program staff assistant will provide various administrative, clerical and operational duties of a complex and confidential nature primarily within their assigned OIE program area.  The position responsibilities will serve to maintain and improve the efficiency of organizational operations. The duties include, but are not limited to scheduling and maintaining calendar events and meetings, assisting in the preparation of educational and training session materials and logistics, copying, printing and/or distributing program area documents, assisting in the appropriate processing of financial or reimbursement items, assisting in data collection and management and answering and responding to OIE telephone calls and/or e-mails. 

This position serves as the primary administrative staff member for the OIE Compliance team, supporting the program area’s initiatives. The selected candidate will report to the OIE Executive Assistant with a dotted line report to the AVP Harassment/Discrimination Prevention and Compliance/Title IX Coordinator (AVP).

Work Performed:

• Support daily operations of the OIE Compliance program.
• Provide calendar management and scheduling for the AVP and compliance team staff.
• Provide in-person OIE telephone support (answering, responding, greet visitors; notify staff members of their meeting arrivals; address visitor questions/concerns, etc.) from the physical OIE Suites office desk for 2 ½ days per week.
• Assist as needed in the preparations for various compliance events.
• When requested, document deadlines for projects and materials and alert responsible compliance staff to any approaching deadlines.
• Assist the AVP in providing needed materials and/or content for the OIE website.
• Assist the AVP in providing needed materials and/or data for the OIE Annual Report.
• Arrange and book travel and prepare travel documents as needed for the compliance staff and others as needed.
• Organize materials for compliance team meetings, events, educational engagements, and trainings.
• Attend compliance team meetings, events, educational engagements, and trainings as needed to help with logistics, note taking, record keeping, etc.
• Collect and input receipts for reimbursement for compliance team staff.
• Assist and support the Executive Assistant in the execution of administrative duties.
• Provide other duties as assigned.

Education and Experience:

The position requires a broad knowledge of clerical and administrative skills and practices, normally acquired through two years of post-secondary education in secretarial science or a related business field. Prefer Bachelor’s degree.

Experience: The position 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, preferably in a higher education setting.

Skills and Abilities:

• Efficient time management: ability to organize work effectively to meet deadlines, exhibit promptness, and dependability.
• Strong organizational skills: detail-oriented, and highly adept at multi-tasking, problem-solving, and prioritizing tasks. 
• Strong interpersonal and customer service skills: proven collaborative and enthusiastic work style, must exhibit strong initiative and flexibility. 
• Excellent written and oral communication skills.
• Ability to interact with individuals in high stress situations or who might be difficult, in a manner that is calming and respectful.
• Ability to work with highly confidential information. 
• Microsoft Office Suite proficiency (Word, Outlook, Access, Excel and PowerPoint).

The intent of this job description is to provide a representation 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 University 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.

Minimum Qualifications

Education

Work requires a broad knowledge of clerical and accounting principles and practices normallyacquired through two years of post-secondary education in administrative support 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.

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.