Specialist, Administrative​/Clerical, Office Administrator​/ Coordinator

Position: Staff Specialist
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.

Positional Summary

The Staff Specialist provides administrative assistance of a complex and confidential nature in support of the activities of the Duke University Women's Center (WC). The Staff Specialist is often the first point of contact for guests and visitors of the WC, and is therefore responsible for welcoming all visitors, answering phone calls, and responding to general inquiry emails. The Staff Specialist provides excellent customer service to visitors, facilitates new hires, serves as the WC's financial and payroll liaison, manages the facility usage and assists with programs, services and marketing of the Center.

The Staff Specialist serves as the point of contact for the Center in operations of the space and interactions with all aspects of the facility. May provide support to other Student Affairs and Identity Center offices as determined by the supervisor. The Staff Specialist assists with the maintenance of a welcoming and inclusive space for women and allies and aids the WC in its mission to "promote a campus that supports, celebrates, engages, and collaborates with women and femmes, student groups, and stakeholders to build a Duke culture that centers gender equity, intersectionality, and social justice."

Key Position Duties

Administrative Office Support (25%)

* Serve as the primary point of contact for guests and visitors to the Women's Center.

* Provide visitors and guests with tours of the Women's Center.

* Direct issues and concerns to appropriate staff members.

* Answer phone calls and respond to general inquiry emails.

* Distribute mail and packages.

Financial Support (25%)

* Reconcile procurement card transactions for staff members. Maintain appropriate documentation on file.

* Reconcile monthly statements and track expenses. Maintain electronic documentation of all expenses.

* Initiate transactions (AP Check Requests, J/Vs, Purchase Orders, etc.) as appropriate and necessary in SAP.

* Provide monthly variance reports to the Director and other financial analysis as needed and requested.

* Take appropriate financial training classes as needed.

Space Support (25%)

* Using existing policies and procedures, schedule room rentals and reservations, building access, and parking needs, not to conflict with other programming/facility use.

* Maintain calendar for Women's Center (unit calendars in Outlook, Duke Groups, and Duke Calendar).

* Assist in scheduling WC meetings with partners and stakeholders.

* Coordinate electronic door access for programs, vendors, staff, and students.

* Maintain an inventory of office supplies, housekeeping supplies, and equipment. Order additional supplies as necessary.

* Facilitate key office services, including copier, printer, building card access, parking permit, and deliveries.

* Arrange for the maintenance, cleaning, and general upkeep of the Women's Center.

Special Event Coordination (15%)

* Assist with Women's Center special event coordination.

* Coordinate with internal staff and vendors for tasks such as contract negotiation and finalization, security, catering, décor, and other logistics.

* Schedule set-up and take-down of chairs/tables for building areas to support programs, using Conference and Event Services.

* Arrange for rental of necessary equipment and furniture for events.

Donor Stewardship (10%)

* Assist with stewardship of WC's donors, including mail-merging and printing weekly acknowledgment letters for Director's signature, ensuring that student workers are signing/sending thank-you cards, and tracking acknowledgments…