Staff Specialist, Lifelong Learning , Duke Alumni Engagement & Development

 

Staff Specialist, Lifelong Learning

 

This position reports to the Assistant Vice President (AVP) of Lifelong Learning to assist with coordination of programs in support of the Forever Learning initiative. Working with the Lifelong Learning team, faculty and university administrators, alumni, other Alumni Engagement and Development staff members, and vendors, the Staff Specialist’s primary responsibilities will be to support Lifelong Learning initiatives managed by the AVP.

 

Work Performed

 

Program Administrative Support

• Support the Assistant Vice President (AVP) with the execution of signature programming and faculty engagement projects including partner communications for Women’s Weekend, the Oxford Experience, the Forever Learning Institute, and other high-touch engagements.
• Coordinate and oversee the development of event registration sites requesting content from partners and speakers as appropriate.
• Assemble and coordinate the distribution of administrative and speaker briefings for events and programs including participant and donor information, logistical details, contact sheets, and program resources.
• Use a comprehensive relational-database to record expenses, participant information, and program elements creating invoices and payment summaries as needed.
• Serve as the point of contact for vendors, and ensure deadlines are met.

• Create program handouts and other support documents using the Microsoft Office and Adobe Creative Suites and assemble packets for distribution.
• Represent the Lifelong Learning team at select functions and events, including serving as the Duke Host on specific programs.
• Oversee the selection, development and distribution of program participant and host gifts and swag.

 

Constituent Communications and Records

• Respond to participant inquiries related to registration and program content and logistics via email, phone, or printed communications, providing exceptional customer service and support.
• Update and maintain participant information in relational databases including preferences, contact information, program interest, and registration information.
• Draft and distribute participant information reports for the AVP and other program hosts in advance of programs
• Ensure participant data is accurately captured and stored in a timely fashion in Alumni Engagement and Development databases.

 

 

 

 

Executive Administrative Support

• Oversee the Assistant Vice President’s calendar, scheduling meetings with internal and external contacts.
• Schedule and reserve spaces for meetings on and off campus and virtually.
• Conduct research on Duke programs, faculty, and alumni for potential partnerships with Lifelong Learning programs.
• Support the travel and off-site work of the AVP preparing trip itineraries, arrange travel needs including transportation and accommodations, and process expense reports.
• Assist with the development of presentations and support materials for meetings including presentations to boards, volunteer groups, and other departments.
• Generate regular engagement reports for use by the AVP to evaluate program successes and challenges.
• Distribute digital and written communications for the AVP in support of the management of the Lifelong Learning team and its strategic initiatives.
• Develop and maintain a comprehensive understanding of the work of the Lifelong Learning team to respond to inquiries by phone and written communications.

 

Support the work of Alumni Engagement and Development

• Provide support to other cost centers at AED as requested to cross-cover teams during absences or staff transitions.
• Contribute to cross-functional teams as interests or work responsibilities align supporting broader organization initiatives and goals.
• Attend and support AED events and meetings, occasionally on evenings or weekends.

 

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 personal so classified.

 

Preferred Skills

Knowledge of Adobe Creative Suite and Microsoft Office Suite preferred.

 

 

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 four years of clerical or research experience  to acquire strong skills in adminis