Staff Assistant

Occupational Summary

Perform responsible administrative and secretarial duties of a complex and confidential nature in support of major departmental or divisional activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations to include, but not limited to: administrative tasks, purchasing, procurement, parking, events coordination and management, and research correspondence.

Provides departmental communications and performs administrative duties of a complex and confidential nature under the supervision of the Administrative Director for the Graduate and Undergraduate Program of the Department of Physics.

Work Performed

Administrative and Programmatic Duties

Plan, coordinate and administer activities of the Physics Undergraduate and Graduate Program and Departmental Student Events and Business Operations Maintains effective working relationships for Physics teaching and educational programs through ongoing communications with countless Duke offices and teams. Performs administrative duties with minimal direction.

Screen and route correspondence and documents; determine which to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities.

Organize and maintain divisional or departmental files of records, reports and correspondence required for reference and efficient operation of division or department; maintain up-to-date management and procedural manuals, directives, and related records; interpret new directives, policies and regulations and inform appropriate personnel of changes.

Assist in preparing complex reports and documents requiring the identification of sources, compilation, analysis and evaluation of data.

Review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor.

Assist in the preparation of complex and diversified departmental or divisional budgets and financial reports making recommendations and projections based on knowledge of program activities and departmental operations.

Schedule and coordinate arrangements for seminars and conferences and establish appointments, meetings and speaking engagements for supervisor; attend meetings to take minutes, provide information and serve as a resource person; interview callers; answer questions concerning departmental or divisional activities and transmit instructions and/or information to and from staff members;

Manage ordering process (including negotiation with external vendors), ordering through Buy@Duke, Goods Receipts, and final disposition of invoicing and payment to vendors.

Assist with Iform, Compensatory/Non-Compensatory payroll and various database systems ie. GSFF, SAP, Scholars@Duke, Duke Hub.

Event Management:

Plan and coordinate related events as necessary including travel and reimbursements.

Assist DUSA Physics graduation ceremony to coordinate with Conference & Event Services, Majors Fairs, Summer UG Programs; arrange for academic apparel for participating faculty; hire and supervise caterer, florist, photographer; determine menus, decorations, logistics, and infrastructure for ceremony and reception; design and mail invitations for graduates’ families and instruct students on ceremony procedures; create printed programs.

Assist the DGSA with recruitment events as needed; Open House, Orientation, Annual Picnic, tours, set-up; decorations and programmatic activities.

Assist with departmental website updates and communications for various activities.

Assist business operations in the department or division; Perform other related duties incidental to the work described herein.

Preferred Skills/Knowledge

• Duke General Accounting Procedures
• Computer Skills: Microsoft Office, iForms Payroll Processing,
• Online Database Management Applications
• Event Coordination

On-site Work: This position primarily is on-site 4 days a week.

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.