Staff Assistant, Career & Professional Development Center

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.

 

 

Occupational Summary:
The Nicholas School of the Environment (NSOE)'s Student Services Office provides academic and administrative support, services, and leadership for on-campus Master of Environmental Management (MEM) and Master of Forestry (MF) programs, an International Master of Environmental Policy (iMEP) program, undergraduate and doctoral degree programs, a distance learning MEM program (DEL-MEM), and the Career & Professional Development Center. This department supports all day-to-day operations for approximately 350 students and provides program coordination for approximately 130 doctoral students and 200 undergraduate students.
 

This position serves as the staff assistant for the Career and Professional Development Center (CPDC), and student services leadership and team members broadly. The Staff Assistant will perform administrative support duties of a complex and confidential nature. This position must handle multiple tasks, work simultaneously with other departments, interact comfortably with students, faculty, and administrators, and work successfully as part of the Student Services team. This position must have strong financial, computer, analytical, and time management skills.

 

This is a full time, hourly (non-exempt) position, and is based at Duke University’s Durham, NC campus. This position is student-facing and requires a Monday through Friday work schedule, generally on campus. Some remote work flexibility may be considered dependent upon candidate and business needs. Occasional evening, early morning, and weekend hours may be required to support CPDC and Student Services events. This position reports to the Director of the Career and Professional Development Center.
 
Activities will be defined by where the greatest needs are at any point in time, and may include, but is not limited to:
 

Career Services & Student Services Administrative Support (25%):

This position will be located at the Career and Professional Development Center (CPDC) office and will be responsible for welcoming and hosting visitors, students, staff, and faculty. Position will provide basic career access and programming information, scheduling information and manage office traffic flow. Position may respond to emails in career team general inbox in a timely and professional manner. Position represents the CPDC in a positive manner with both internal and external constituents.  

 

Control and maintain files of records, reports and correspondence required for reference and efficient operation of department; ensure maintenance of up-to-date management and procedural manuals and related records. Compile data and statistics; prepare complex reports and proposals requiring the identification of sources, compilation, analysis, and evaluation of data, as directed.

 

 

Support CPDC ad-hoc administrative requests and programming needs, including but not limited to, supporting employer engagement, sharing job postings on CPDC social media sites, updating student email lists.

 

Provide coverage for student services admin desk when needed. Order student services office and event supplies when needed.

 

Financial Management (35%): 

Manage CPDC student professional development funding sources, including professional degree conference and enrichment funding, internship grants, student group funding, etc. This includes developing policies, updating survey instruments, and managing submission process, awarding funds and processing reimbursement documentation, including tracking payments and supporting any resolution matters. Liaise with NSOE business office, and/or Duke’s Travel and Reimbursement office, as appropriate.

 

Perform general accounting tasks for Student Services team, including but not limited to processing receipts, procurement card charges and other financial documents, as directed, process JV's to correct any identified problems, process check requests or purchase orders for payments to outside vendors, process and track student reimbursements, process purchase orders and other invoices/payments, and support team members in tracking and clearing expenses. Support budget rep