Staff Assistant

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.

 

Be You.

 

At Duke University, we believe people do their best work when they feel valued, supported, and empowered to bring their whole selves to work. As the Director of Undergraduate Studies Assistant (DUSA) / Staff Assistant, you will play a vital role in the Asian and Middle Eastern Studies (AMES) Department, supporting undergraduate education, student success, and departmental operations.

In this highly collaborative role, you’ll work closely with the Director of Undergraduate Studies and the Business Manager, serving as a trusted partner to students, faculty, and campus colleagues. Your organization, communication skills, and attention to detail will help ensure a seamless academic experience for AMES majors, minors, and prospective students.

 

Be Bold.

 

This role offers the opportunity to take initiative, solve complex administrative challenges, and make a direct impact on undergraduate education, departmental operations, and community engagement.

What You’ll Do

Academic & Undergraduate Program Support (50%)

• Prepare, submit, and maintain the AMES undergraduate course schedule for Fall, Spring, and Summer terms through Duke Student View (DSV), ensuring accuracy and timely updates with the Registrar.
• Review classroom assignments to ensure alignment with course needs and faculty schedules; request changes as needed.
• Identify and coordinate cross-listed or related courses from other departments that may fulfill AMES major or minor requirements.
• Maintain and update AMES course listings on the department website following DUS approval.
• Serve as a primary point of contact for AMES majors and minors, advising students on progress toward degree completion and identifying eligible students for major or minor declaration.
• Monitor and resolve discrepancies in student advisement reports in DukeHub; submit requirement exceptions and coordinate updates with Trinity Plans and programming teams.
• Review senior academic records and clear students for graduation, identifying missing requirements or alternative course allocations as needed.
• Compile and submit required information for graduating students, including Graduation with Distinction, commencement materials, and related reports.
• Respond to student inquiries, escalating complex issues to the DUS when appropriate.
• Support DUS correspondence related to advising, records management, and study abroad course approvals.
• Represent the AMES Department at recruitment, information, and outreach events, coordinating materials, staffing, and student engagement efforts.
• Assign permission numbers for Independent Study and Graduation with Honors courses.
• Maintain accurate departmental content in the University Undergraduate and Graduate Bulletins.
• Participate in DUSA meetings and IT/web-focused professional development sessions.

Project & Office Management (30%)

• Serve as the primary coordinator for student employee hiring and onboarding, managing iForms, workflow tracking, and I-9 verification guidance.
• Act as a logistical liaison for international faculty and scholars by organizing and submitting complete visa documentation packets in coordination with Duke Visa Services.
• Support payroll and time tracking by reminding student employees of bi-weekly submissions and ensuring budget accuracy.
• Reconcile faculty expenses and manage P-Card documentation.
• Coordinate meeting logistics, manage office inventory, and respond to high-priority departmental inquiries.
• Handle departmental errands and operational needs, including parking passes, keys, supplies, and meeting refreshments.
• Maintain office equipment and coordinate repairs.
• Perform general administrative support duties, including copying, scanning, and document management.
• Complete additional duties as assigned by the Business Manager.

Events, Communicati