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.

 

Introduction. The position is located in the Department of Naval Science/Naval Reserve Officers Training Corps (NROTC) Unit at Duke University, Durham, NC. The department's primary mission is to provide a permanent system of training and instruction in essential naval subjects to students participating in the Naval Reserve Officer Corps program in order to qualify them for commissioning in the Navy and Marine Corps. The NROTC Unit of Duke University also serves as the command headquarters of the North Carolina Piedmont Region NROTC Consortium (NCPR) which consist of units at The University of North Carolina at Chapel Hill (UNC-CH), North Carolina State University (NCSU), and Duke University.

 

Major Duties. The Staff Assistant (SA) is the initial point of contact for the Department of Naval Science/NROTCU Duke, and the North Carolina Piedmont Region NROTC Consortium (NCPR), with the U.S. Navy and other U.S. government agencies. The SA serves as the primary liaison between the U.S. Navy, Duke University and NCPR member schools regarding university and U.S. government issues. The SA serves as the assistant to the Chair and Professor of Naval Science (PNS)/Commanding Officer, NROTC NCPR and the Director of Undergraduate Studies (DUS). The SA is also responsible for providing administrative support to nine faculty and staff members including general correspondence, maintenance of department historical files, and completion of special projects and assignments as needed to ensure the department, NROTC Duke, NROTC NCPR and its programs run smoothly.

 

Financial

• Business Manager.
• Control and Maintain financial records of departmental contracts, sponsored programs. Inform department head and appropriate staff members of financial state of various projects.
• Budgetary preparation and control: assist and advise department head in budgetary and related matters; prepare initial budgetary recommendations for approval by department head by considering past requirements/expenditures and present program plans. Create reports and advise director on budget needs and strategies. (Manage budgets: Operating, IT, Facilities, Navy ROTC Commodore Club budget)
• ROTC scholarship administration. Create and submit invoices for all Navy ROTC scholarships, monitoring for timely payment from the U.S. Navy. Reconcile Midshipmen scholarship accounts. Scholarship payments are usually in excess of $1.5 million per year.

• Budget preparation & submission. Create reports & advise PNS on budgetary needs and strategies.
• Financial management - reporting and reconciliation (includes processing fund transfers', JVs, AP check requests, creating reports in SAP, initiating and/or approving online travel reports.
• Allocate and approve corporate card transactions in Works.
• Attend training sessions to stay current with financial system policies and procedures

 

Assistant DUS In the absence of the DUS, attend faculty meetings and training sessions to stay abreast of program priorities and university scheduling and academic policies/procedures

• Schedule courses through DSV
• Create/change courses through Course Request Database
• Coordinate Course evaluation process: finalize course lis