STAFF SPECIALIST -OFFICE OF THE DEAN FUQUA SCHOOL OF BUSINESS - Military Veterans

at Duke University and Duke University Health System

Durham, North Carolina

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.

 

Staff Assistant
Dean’s Office 
Level 8

 

Summary: 
The Staff Assistant will perform administrative duties of a confidential and technical nature in support of the Dean’s Office at the Fuqua School of Business.  The Staff Assistant will be given a variety of clerical and routine administrative tasks which require confidentiality, close attention to detail, and excellent organizational and interpersonal skills.  

 

This individual serves as host/hostess for visitors to the Dean’s office so a warm, professional, and helpful demeanor is required at all times.  This position will serve as liaison between vendors who supply the Dean’s Suite including stocking of the copy room, kitchen and Boardroom.  Individual must be able to multi-task efficiently, comprehend and retain tasks assigned and work effectively as an integral team member.  This position reports to the Administrative Coordinator. 

 

Must be able to multi-task in a confidential, fast-paced and sometimes stressful environment.  

 

Work Performed:
Reception/Office Manager Support (50%)

•    Serves as host/hostess for visitors to the Dean’s office, greeting and directing all Dean’s Suite visitors.
•    Manage general office events and maintain materials needed for suite birthdays, daily newspapers, brochures, and parking passes.  Maintain stock of paper logo stationary as needed, working with the Global Marketing department to make sure we are compliant on standards.
•    On a daily basis, make sure copiers are loaded and running properly with adequate supplies and paper for each on hand.  Manage daily maintenance/organization/cleanliness of the Nicholas Boardroom and Dean’s Suite common areas.  Follow up with Boardroom users in the event of problems.  Must be knowledgeable about the technical capabilities of the Nicholas Boardroom to serve as reference in case of questions or problems when meetings are in progress. 
•    Monitor and order supplies as needed for the copy room, kitchen, Nicholas Boardroom, and at request of office staff. Operate standard office equipment to include copy machines and fax machine as required.  Ensure maintenance and repair requests of office equipment and facilities is completed and housekeeping issues are corrected.
•    Gather, sort, and distribute mail and documents from the BMO daily for the Dean, Senior Associate Deans, and support staff.  
•    Organize quarterly informal birthday celebrations for internal staff and deans.
•    Occasionally serve as a point of contact for special guests coming to Fuqua and Duke University.  
•    Prepare Fuqua Scholar certificates and letters along with Certificates of Academic Excellence and other merit certificates.  
•    Assist with faculty coordination for all program graduations, including but not limited to ordering regalia, scheduling faculty participation, and communicating needed logistical details. 

 

Administrative Support/Calendaring (50%)
•    Coordinate with supervisor to balance and prioritize requests for help since multiple tasks may be assigned by several people.  
•    Manage the calendar, scheduling, correspondence and associated materials for the three Senior Associate Deans as required.  
•    Make sure the Senior Associate Deans are prepared each day for appointments including the details of events and briefing materials.  Maintain the Senior Associate Deans’ calendars to include appointments, conferences, travel and other speaking engagements and all materials associated with those items.  Monitor incoming requests for appointments.  Meet as needed with the Senior Associate Deans to discuss meeting proposals. Schedule meetings and send follow-up reminders as directed.
•    Process expense reports for Senior Associate Deans and Administrative Coordinators, as needed.  
•    Assist with filing for Senior Associate Deans and Administrative Coordinators, as needed.  

 

Required Qaulifications: 
Education/Training:

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

 

Experience:
Work generally requires three years of clerical or research 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.  OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

 

Preferred Qualifications:
•    A warm, professional, and helpful demeanor is required at all times.  
•    Excellent interpersonal skills.
•    Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
•    Proficiency in the Microsoft suite of programs, particularly including Outlook email and calendaring, and Word. 
•    Ability to compose routine and general correspondence in accordance with established office procedures and as directed by supervisor or Senior Associate Deans.  
•    Ability to type and/or format letters, reports, records and other related forms from rough draft, corrected copy, dictated notes or voice recordings ensuring correctness in format, spelling and grammar.

 

 

 

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.

 

Durham, North Carolina

As a world-class academic and health care system, Duke Health strives to transform medicine and health locally and globally through innovative scientific research, rapid translation of breakthrough discoveries, educating future clinical and scientific leaders, advocating and practicing evidence-based medicine to improve community health, and leading efforts to eliminate health inequalities.

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