Staff Assistant, Sanford School of Public Policy

Staff Assistant, Sanford School of Public Policy

Work Arrangement : Requisition Number : 247365 Regular or Temporary : Regular Location :

Durham, NC, US, 27710

Personnel Area : UNIVERSITY Date : Jul 5, 2024

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.

Job Description

STAFF ASSISTANT

Faculty Support and Accounting Administrative Specialist

DeWitt Wallace Center for Media & Democracy

Sanford School of Public Policy

Duke University

Occupational Summary

This position will provide teaching, research and accounting support for the faculty and staff of the DeWitt Wallace Center for Media & Democracy, in the Sanford School of Public Policy (SSPP).

The responsibilities of this position are complex and confidential in nature, supporting the most critical functions of the Center.

This position will work as a team member with the DWC staff and faculty and will liaise with the Sanford School central administrative offices.

The position will be supervised by the Associate Director of the DeWitt Wallace Center for Media & Democracy. Due to the high volume nature of this position, prior experience in relevant areas of work is a must.

Work Performed

A detailed description of functional areas and tasks follows :

Academic Support

Provide academic support for faculty members and TA’s, including ordering books and supplies, printing classroom resources, providing back-up support for faculty on Sakai / Canvas, assisting with classroom set-up and management as needed.

Assist faculty in class preparation as needed.

• Assist adjunct and visiting faculty with travel and parking needs.
• Provide ad hoc committee and collaborative work support.
• Perform special projects and work as needed.
• Control and maintain academic files.
• Coordinate with faculty to set up and document independent study courses.
• Compile, analyze and report confidential student data and statistics, and offer recommendations based on the data.

Financial Support

• Initiate and coordinate corporate card receipt processing and monitor expenditures of assigned faculty and staff.
• Process faculty travel reimbursements, accounts payable check requests, honorariums and supplemental payments.
• Track and report faculty research account activities.
• Manage vendor relations, purchasing and contracts for Center-wide and research activities.
• Investigate financial errors and discrepancies.
• Assist with the development of the annual budget.
• Interpret and operationalize related academic and financial policies, and educate faculty and staff about financial procedures and policies.

Events Coordination

• Coordinate with faculty in scheduling and providing logistics for coursework, seminars, training workshops, and research-related conferences.
• Provide support for course-related event logistics, including guest speaker travel and itineraries, catering, room reservations and other support as needed.
• Manage logistics for key academic events, including orientation, graduation and tabling events on campus.

Administrative Office Services

Order office supplies for supply cabinet along with copier paper for office use and printing labs in Sanford Building per request.

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.

EDUCATION / TRAINING

Work requires knowledge of office and accounting systems and practices normally acquired through two years of post-secondary education and on the job training.

EXPERIENCE

Work generally requires four years of related clerical experience to acquire skills necessary to administer complex office functions related to office management, classroom support and budgetary / accounting activities.

or an equivalent combination of education and relevant experience.

In addition, the successful candidate will possess the following qualities / attributes :

• Familiarity with Duke’s SAP R / 3 accounting system and CONCUR is strongly preferred
• Financial Specialist Certification is a plus
• Experience with Sakai / Canvas
• Experience supporting college level academic teaching and research
• Excellent interpersonal skills
• Strong organizational skills and attention to detail
• Ability to work independently and accurately in a fast paced environment
• Microsoft Office suite
• Internet browsers : Internet Explorer, Firefox Mozilla
• Adobe Acrobat

Minimum Qualifications

Education

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.

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 education and relevant 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.

Nearest Major Market : Durham

Nearest Secondary Market : Raleigh