Staff Specialist, Campus Life

Work Arrangement:

Requisition Number: 249129

Regular or Temporary: Regular

Location:

Durham, NC, US, 27710

Personnel Area: UNIVERSITY

Date: Jan 7, 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.

Scope of Responsibilities

The Administrative Assistant to the Assistant Vice President and Campus Life Directors provides essential support, including logistics and calendar management, for both the Assistant Vice President and the Campus Life Directors. Acting as a liaison, the assistant communicates effectively with University and community constituents and maintains the AVP and directors' calendars. The role involves preparing reports, memos, and other communications, and assisting with general administrative tasks. The assistant manages agendas and event logistics, serves as the keeper of Campus Life policies and procedures, and resolves non-standard issues. Additionally, the position supports the organization and maintenance of the office's budget documentation, coordinates financial transactions, and tracks professional development expenses. The assistant also centralizes information for staff at various Campus Life information desks. Other administrative support may be provided as needed.

Duties % of Effort

Administrative Assistant to Leadership Team

Provide primary administrative support to the Assistant Vice President and Campus Life Directors and facilitate logistics and calendaring support.
Act as a liaison, effectively and professionally communicating, both written and oral, with various University and community constituents.
Coordinate and maintain the calendars of Assistant Vice President and Campus Life Directors via Outlook, including responding to meeting requests and scheduling appointments.
Under the direction of the Assistant Vice President , prepare reports, memos, meeting minutes, letters, or other communications.
Assist with administrative tasks (e.g., photocopying, faxing, filing, and general organization).
Serve as a resource for others in resolving non-standard issues and problems.
Serve as the keeper of all Campus Life policies, procedures, and practices.

Manage agendas and calendars for Campus Life Directors', Managers, All Staff meetings.
Reserve rooms and coordinate logistics including food ordering for meetings and appointments.

40

Business and Finance

Assist in the development and regular maintenance of the office’s budget.
Review expenses for accuracy and compliance with University policy and Student Affairs protocols.
Work closely with Central Finance and Administration Business Office to prepare budget and finance reports as needed and requested by the Assistant Vice President.
Work closely with the Central Finance and Administration Business Office to coordinate the processing of invoices, purchase requests, p-card receipts, travel requests, and other financial transactions using the appropriate forms on behalf of the office.
Accurately record financial transactions and reconcile accounts on a monthly basis in conjunction with the Central Finance and Administration Business Office.
Track professional development expenses for all staff within Campus Life

30

Reception/Customer Service

Manage the day-to-day administrative operations for Campus Life.
Provide a welcome and professional greeting to the public (both on the telephone and in person), including a high concentration of students, faculty, staff, and parents.
Refer and direct inquiries applying a comprehensive knowledge of programs and services in Campus Life, Student Affairs, and the larger University community.
Resolve issues without transferring where possible; if issue resolution requires transferring the call, facilitate problem-solving with the appropriate university contact and then transfer the call or refer an in-person inquiry.
Maintain continuity within the team by appropriately documenting and communicating interactions, actions, and follow-up.
Centralize and maintain pertinent information for staff working at various Campus Life information desks in the Brodhead Center, the Rubenstein Arts Center, ensuring that both student and professional staff have access to the same information.

25

Other Duties and Responsibilities

Due to dynamic nature of the work and staff, this position may be asked to provide other administrative support roles, as needed by Student Engagement and Campus Life

5

Minimum Qualifications

Education

Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.

Experience

Work generally requires three years of clerical or research experience OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE to acquire skills in administrative or project research responsibilities as well as accepted office organization, communications and research practices. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement.

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.