Operations Specialist

 

This position will be "On-Site" at the Duke in DC office in Washington DC.

 

OCCUPATIONAL SUMMARY

 

Duke in DC, Duke University’s administrative and outreach center in Washington, D.C., seeks an Operations Specialist to perform duties in support of the daily operations and programs at the Duke in DC office. In addition, the Operations Specialist will be the primary manager of information dissemination to Duke constituencies in Washington and Durham regarding use and availability of office and meeting space, as well as office use policies.

 

Event Support:

• Greet daily visitors and event guests
• Set up conference rooms for events and meetings, including moving tablesand chairs to accommodate various room setups
• Manage shared conference space calendars
• Assist the lobby security team with guests before an event; Help with registration for events
• Collect feedback and metrics on events to guide service improvements

A/V Support:

• Knowledge of AV systems in conference rooms for local and remote participant use
• Ability to manage A/V for all in office events, both in-person and hybrid
• Liaise with the Duke Office of Information Technology in Durham, N.C. to support and address issues related to basic office IT needs including computers, printing, phones, and new staff on-boarding
• Assist with troubleshooting of printer, A/V systems, and phone issues in the DC office

 Regular Operations:

• Regularly ensure kitchen, conference rooms,and other shared spaces look presentable
• Assist in scheduling meetings and use of shared conference space
• Order and stock office supplies and beverages
• Communicate with building management and security, as well as regular office support vendors
• Act as liaison to communicate news and updates from the building management to DC office
• Assist with local orientation of new employees, including confirming they have appropriate equipment and office supplies
• Organize and keep track of all mail and deliveries that come to the DC office
• Answer general phone numbers to assist with questions, voice mail, and transferring calls
• Before or after-hours work to support events will be required
• Regularly review and update content on the Duke in DC website to ensure accuracy and relevance

Data Compilation and Documentation

• Gather, organize, and maintain data and documents related to office operations, including policies, procedures, and guidelines
• Track office space usage and prepare regular reports
• Assist in the creation and maintenance of office manuals and meeting room guides
• Produce other reports and summaries of events and office usage as needed

Skills/Requirements

Work requires administrative and event experience to oversee office functions related to office management, special events, communications, and A/V activities. Familiarity and comfort with Microsoft Office products, particularly Excel, WordPress.

 

MINIMUM QUALIFICATIONS

 

Education

 

Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.

 

Experience

 

Work requires one year of experience in the arts, special events, conference planning, student activities or a related field.

 

 

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.