Staff Assistant, Alumni Relations and Visitor Services, Duke Alumni Engagement and Development

 

Staff Assistant, Alumni Relations and Visitor Services

One City Center (OCC) and Karsh Alumni and Visitors Center Locations

 

Occupational Summary

Perform receptionist and administrative duties to support the day-to-day operations of Duke’s two AED floors at One City Center (42K square feet) and Karsh Alumni and Visitors Center (48K square feet) while providing outstanding customer service to all visitors.  This is a dual-location position. Though the individual will have primary residence at one location, it will be necessary to understand the alternate location to be able to provide ancillary support as needed.

 

Work Performed

 

Serve as the AED primary staff contact for general inquiries via phone and in person. On a daily basis, organize and maintain reception desk log book to ensure accuracy of information for daily visitors and meetings. Use a multi-line phone to direct incoming calls to the correct person or department. Take and forward messages as needed. Greet visitors, assign parking passes, offer refreshments, and notify staff member of their visitor(s) arrival. Update operations manual(s) as needed and maintain a current and complete front desk directory of all AED staff members.

 

Follow opening/closing procedures as well as overall guidelines and protocols. Maintain daily schedule of events and visitors. Provide facilities oversight including identifying potential security and maintenance issues, seeking solutions to identified problems.

 

When needed, provide facility tours for new hires so they know where to go for their day-to-day needs.

 

On a daily basis, screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities. Sign for Fed Ex, UPS, and other deliveries and notify recipient.

 

Oversee the receipt of donations which includes processing checks and making the necessary arrangements for their deposit on a weekly (daily if multiple checks) basis.

 

Understand Virtual Duke (technology) opportunities and events for the day/upcoming week. Be comfortable offering basic support and troubleshooting for all meetings.

 

Book office meeting rooms upon request. All conference rooms must be checked daily for cleanliness and organizational needs. For meetings, guests need to be escorted to the appropriate room, offered beverages, and made to feel welcome.

 

Work with alumni on benefit requests, including Rec Center memberships, parking and virtual alumni card tech assistance.

 

Have the ability to provide information about the Duke campus, including building and parking locations. Also, be able to provide direction to both the OCC and Karsh locations.

Use Duke platforms (DADD, Alumni Network, Donor Portal) to assist alumni in locating classmates, updating addresses and confirming giving information, understanding that at times, work could be confidential in nature.

 

Day-to-day office contact for Housekeeping and Facility needs. Submit work requests whether online or by phone. Provide support for copier service issues. Place all general Staples orders for office supplies weekly.

 

Support AED staff in both locations on events, programming, and special projects such as preparation of letters, cards and packages for mailing/shipping/distribution.

 

Perform other related duties incidental to the work described herein.

 

Important Qualities:

Be dependable and have schedule flexibility

Strong customer service skills

Ability to multitask with a smile

Be conscientious and responsible

Be detail oriented and organized

Initiative and ability to work independently as well as be a part of a team

 

SKILLS

 

Competence using MS Office; particularly Excel, Word and Outlook. Intermediate knowledge of Excel preferred.

 

Excellent oral and written communications skills and ability to handle switchboard while performing other tasks.

 

Familiarity with online databases and ability to navigate via the Web. Will learn Duke platforms including the Duke Alumni Network, Giving at Duke, Donor Portal, DADD and Enquire.

 

First-rate customer service and organizational skills required.

 

Ability to maintain positive demeanor and to operate as the first ‘face and voice’ of the Alumni Engagement and Development Office.

 

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any