Staff Assistant

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.

Duke Philosophy is seeking a full-time front facing individual willing to interface daily with faculty, staff and students both within and external to Duke’s Philosophy Department.  Position will be in person Monday through Friday.  Occasional evening and weekend work required. The ideal candidate will be an extroverted, high energy individual who thrives in a fast paced and dynamic environment. 

Director of Undergraduate Studies Assistant (DUSA):- Assist the Director of Undergraduate Studies in the Department of Philosophy.

1. Serve as point of first contact for undergraduate students with questions regarding courses and advising
2. Prepare graduation list
3. Monitor undergraduate student progress toward graduation and eligibility for honors
4. Confirm honors thesis students and advisors
5. Prepare and maintain data on undergraduate program
6. In collaboration with the Director of Graduate Studies Assistant (DGSA) process course scheduling, including course times, additions, cancellations and room assignments, in Courseleaf and Duke HUB to meet Duke Registrar’s office course scheduling deadlines each semester
7. Assist the DUS as needed

Event Planning: - Manage department large events in their entirety.  Duke Philosophy hosts several large events throughout the fiscal year. Primary department events:  6+/- Colloquium speaker visits per semester, annual faculty recruiting, annual Mahoney Visiting Professorship Lecture Series.  Secondary department events:  Summer Seminars in Neuroscience and Philosophy (SSNAP), workshops and conferences hosted by individual Philosophy faculty throughout the year.  Parties and receptions:  fall welcome party, holiday party, commencement receptions, Philosophy Club events.

1. Institute Standard Operating Procedures (SOP) for all department events. Outline procedures, processes and systems to be used as a guideline for all events The SOP is to promote consistency and streamline the event process. 
2. Establish and follow event budget
3. coordinate guest speaker visits including classroom scheduling, arranging travel and lodging
4. Assist visitors and guest speakers with distribution of colloquium handouts, ensuring all audio and video needs are scheduled and setup via internal tech support, prepare virtual meetings and recordings
5. Advertise & promote events on department website, prepare event flyers and promote event through department listservs
6. Prepare and setup reception following event.  Break down reception when over
7. Process honoraria payments & travel reimbursements for guest speakers in a timely manner
8. Work with the DUS on supporting undergraduate Philosophy Club events and activities

Curriculum Management: -

• Course scheduling: DSV
• Course descriptions - manage department course additions, changes and cancellations
• Annual Bulletin/Catalogue updates
• Support faculty with adding/updating synopses in DukeHub
• Process Independent Study applications
• Compile, process and distribute course evaluations for faculty and grad students for dept files
• Compile and maintain dept records-moved to DUSA-11/03/2023

Communications Management: - Manage all aspects of the Philosophy Departments communications media including but not limited to:

1. Manage Duke Philosophy Website – monitor regularly for updates
2. Promote Department activities on Duke Philosophy Website
3. Update department digital Flyer each semester to including events and news
4. Prepare and distribute department newsletter
5. Establish department social media presence
6. Promote department activities through social media
7. Scholars @ Duke Power user

Office & Clerical Support: - Under minimal supervision serve as first point of contact for the Philosophy department.  This position is the department resource person. Duties include but are not limited to:

1. Greet visitors, route calls and emails, field inquiries as needed
2. Schedule department meetings and reserve rooms when needed
3. Maintain inventory of general office and break room supplies. Place orders in Buy@Duke
4. Manage and update Department shared calendars tracking all department events
5. Work with FMD to report office issues (stopped up toilets, offices too cold or hot, light bulbs burned out…)
6. Hire, recruit, train and supervise Work Study students in consultation with the Business Manager and other staff
7. Delegate recycle and office shredding weekly – this duty is usually delegated to Work Study Students during the semester.  During holidays and summer break duties will be allocated to staff on a rotating basis

Job Skills preferred

1. Exceptional attention to detail and organizational skills

2. Ability to exercise independent judgment in fulfilling and prioritizing tasks

3. Ability to     multi-task and work productively in high traffic area

4. Exceptional Time Management skills

5. Proficient in Microsoft Office software - Word, Excel, PowerPoint, and Outlook

6. Website Management - Experience with Drupal 8 and Scholars@duke, helpful

7. Working knowledge of current Social Media Platforms

8. Experience with Duke financial systems, (Concur, SAP, AP Check Request, Academic Jobs Online, iForms, Buy@Duke) helpful

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) scope and responsibilities of the position; candidate's work e xperience, 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. Additionalinformation and provision for requests for reason able accommodation willbe provided by each hiring department.

Minimum Qualifications

Education

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondaryeducation 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.