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

 

 

Staff Assistant, Alumni Relations and Visitor Services (ARVS)

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

 

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. Work with alumni on benefit requests, including Rec Center memberships, and provide virtual alumni card tech assistance when needed. Have a thorough knowledge of both facilities so visitor and staff tours can be given as needed. 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.

 

Become fluent in the usage of Duke platforms (DADD, Alumni Network, Donor Portal, Ask A Blue Devil, ASANA). This includes training to obtain editing rights so information can be updated properly and immediately. Regular responsibilities will include assisting alumni in locating classmates, updating biographical information, providing giving information, entering class notes (including obituaries), and posting departmental projects for staff support. There must also be the understanding that at times, work could be confidential in nature.

 

Technology/conference rooms: Understand Virtual Duke (technology) opportunities and events for the day/upcoming week. Be comfortable offering support, including A/V, which means learning and becoming familiar with A/V equipment in all meeting spaces so that support can be provided, as needed. Take regular inventory of, and maintain all, A/V equipment and report any technical issues as they arise. Have a clear understanding of the location of all conference rooms and have the ability to 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.

 

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

 

Process Concur and buy@duke financial forms (AP check requests, travel expense vouchers, miscellaneous reimbursements, and procurement card clearing) for AED administrative team members as needed. Provide assistance in financial statement reconciliation. Process vendor invoices for payment.

 

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

 

Follow opening/closing procedures as well as overall guidelines and protocols. Update operations manual(s) as needed and maintain a current and complete front desk directory of all AED staff members. Provide facilities oversight including identifying potential security and maintenance issues, seeking solutions to identified problems. 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.

 

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.

 

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 kn