Staff Assistant, Office of the University Librarian

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 Code/Title:  Staff Assistant 

Department: Office of the University Librarian                         

Supervisor: Chief of Staff to the University                                

Librarian

                                                                                               

                                       

 

Position Summary

The Staff Assistant performs administrative support duties of a complex and confidential nature in support of the University Librarian, Executive Group members, and other library administrative units to support managers with varied clerical and administrative responsibilities and to maintain efficiency in organizational operations.  This position serves as the main point of contact for the Libraries’ publicly reservable spaces.  This position is a key resource for internal event planning and logistics.  Working closely with the Chief of Staff to the University Librarian, the Staff Assistant plays a key role in maintaining financial records and processing financial transactions of the Administrative Suite.

 

Responsibilities

Space Management and Event Support  (35%)

• Manages the DUL Event Management System (EMS) and processes room reservation requests and calendars for public and assigned Library-only meeting rooms in Perkins, Bostock, and Rubenstein Libraries. 
• General space management support including but not limited to updating signage, ensuring compliance of room-use policies and that rooms are in standard configurations through weekly checks of reservable spaces.
• Provides logistical and planning support for DUL events. Serves as member of DUL’s Event Planning Committee. 
• Serves as a liaison with the departments of University Housekeeping, DUL Facilities and Distribution Services, Trinity Technology Services, University Events, Parking and Transportation Services, and other campus units that intersect with or support public campus events.

 

Administrative Support (30%)

• Provides administrative and logistical support for Duke University Libraries (DUL) Executive Group including but not limited to maintaining electronic calendars, schedules appointments and meetings, arranging domestic and international travel, provide information and assist with meeting logistics; sets up and maintains varied computerized or manual files of records.
• Assists Chief of Staff with the coordination of initiatives of the Office of the University Librarian.
• In the absence of the Chief of Staff, provides administrative support for the University Librarian. 
• Manages overall function of the administrative suite, including but not limited to monitoring supplies, mail delivery and sorting, and serv