Staff Specialist, Campus Life

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.

 

Scope of Responsibilities

The Administrative Assistant to the Assistant Vice President and Campus Life Directors provides essential support, including logistics and calendar management, for both the Assistant Vice President and the Campus Life Directors. Acting as a liaison, the assistant communicates effectively with University and community constituents and maintains the AVP and directors' calendars. The role involves preparing reports, memos, and other communications, and assisting with general administrative tasks. The assistant manages agendas and event logistics, serves as the keeper of Campus Life policies and procedures, and resolves non-standard issues. Additionally, the position supports the organization and maintenance of the office's budget documentation, coordinates financial transactions, and tracks professional development expenses. The assistant also centralizes information for staff at various Campus Life information desks. Other administrative support may be provided as needed.

 

Duties                                                                                                           % of Effort

Administrative Assistant to Leadership Team

• Provide primary administrative support to the Assistant Vice President and Campus Life Directors and facilitate logistics and calendaring support.
• Act as a liaison, effectively and professionally communicating, both written and oral, with various University and community constituents.
• Coordinate and maintain the calendars of Assistant Vice President and Campus Life Directors via Outlook, including responding to meeting requests and scheduling appointments.
• Under the direction of the Assistant Vice President , prepare reports, memos, meeting minutes, letters, or other communications.
• Assist with administrative tasks (e.g., photocopying, faxing, filing, and general organization).
• Serve as a resource for others in resolving non-standard issues and problems.
• Serve as the keeper of all Campus Life policies, procedures, and practices.

• Manage agendas and calendars for Campus Life Directors', Managers, All Staff meetings.
• Reserve rooms and coordinate logistics including food ordering for meetings and appointments.

40

Business and Finance

• Assist in the development and regular maintenance of the office’s budget.
• Review expenses for accuracy and compliance with University policy and Student Affairs protocols.
• Work closely with Central Finance and Administration Business Office to prepare budget and finance reports as needed and requested by the Assistant Vice President.
• Work closely with the Central Finance and Administration Business Office to coordinate the processing of invoices, purchase requests, p-card receipts, travel requests, and other financial transactions using the appropriate forms on behalf of the office.
• Accurately record financial transactions and reconcile accounts on a monthly basis in conjunction with the Central Finance and Administration Business Office.
• Track professional development expenses for all staff within Campus Life

30

Reception/Customer Service

• Manage the day-to-day administrative operations for Campus Life.
• Provide a welcome and professional greeting to the public (both on the telephone and in person), including a high concentration of students, faculty, staff, and parents.<