Staff Assistant, Alumni Relations & Visitor Services, Duke Alumni Engagement and Development (AED)

51086322

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Staff Assistant, Alumni Relations & amp; Visitor Services

ONE CITY CE NTER (OCC) and KARSH ALUMNI AND VISITORS CENTER LOCATIONS</strong >

Duke Alumni Engagement and Development (AED)</stro ng>

 

Occupational Summary

Perform receptionistand administrative duties to support the day-to-day operations of Duke’ s two Alumni Engagement and Development (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. </ p>

This is a full time, dual-location position. Though the individual will have primary residence at one loca tion, it will be necessary to understand the alternate location to be ab leto provide ancillary support as needed.

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Work Performed

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Serve as the AED primary staff cont act for general inquiries via phone and in person. On a daily basis, org anize and maintain reception desk log book to ensure accuracy of informa tion for daily visitors and meetings. Use a multi-line phone to direct i ncoming calls to the correct person or department. Take and forward mess ages as needed. Greet visitors, assign parking passes, offer refreshment s, and notify staff member of their visitor(s) arrival. Update operation s manual(s) as needed and maintain a current and complete front desk dir ectory of all AED staff members.

 

Follow opening/closing procedures as well as overall guidelines an d protocols. Maintain daily schedule of events and visitors. Provide fac ilities oversight including identifying potential security and maintenan ce issues, seeking solutions to identified problems.

 

When needed, provide facility tours for new hi res 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 superviso r's attention based on content of communication and broad knowledge of d epartmental programs and activities. Sign for Fed Ex, UPS, and other del iveries 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.

 

P rocess Concur and buy@duke financial forms (AP check requests, travel ex pense vouchers, miscellaneous reimbursements, and procurement card clear ing) for AED administrative team members as needed. Provide assistance i nfinancial statement reconciliation. Process vendor invoices for paymen t.

 

Understand Virtual Duke (technology) opportunities and events for the day/upcoming week. Be comf ortable offering basic support and troubleshooting for all meetings. </s pan>

 

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 a ppropriate room, offered beverages, and made to feel welcome. </p >

 

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 pa rking locations. Also, be able to provide direction to both the OCC and Karsh locations.

Use Duke platforms (DADD, A lumni Network, Donor Portal) to assist alumni in locating classmates, up dating addresses and confirming giving information, understanding that a t times, work could be confidential in nature.

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Day-to-day office contact for Housekeeping and Facili ty needs. Submit work requests whether online or by phone. Provide suppo rt for copier service issues. Place all general Staples orders for offic e supplies weekly.

 

Support A ED 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.

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Behavioral Competencies</stro ng>