Staff Assistant Nicholas Institute

About the Position

As the Staff Assistant, Education & Experiential Learning, you'll be a vital part of a collaborative, interdisciplinary team within the Nicholas Institute for Energy, Environment & Sustainability. In this role, you will support students, faculty, and staff advancing impactful work in energy, sustainability, and climate solutions – helping prepare future leaders to address global challenges.

This role is an exciting opportunity to contribute to both academic programming and operational excellence. Your work will be split across two core areas – supporting education initiatives and driving operational effectiveness.

• Coordinate course scheduling using CLSS (Course Leaf Section Scheduler) in alignment with Registrar deadlines
• Support course creation and cross-listing for ENERGY and ENRGYEGR programs
• Track student progress and participation using Stellic
• Collect and analyze course evaluations and feedback using Qualtrics
• Maintain syllabi records and update NIEES website
• Support faculty directors and academic programs
• Coordinate student outreach, newsletters, and engagement activities
• Organize events including orientations, fairs, and certificate programs

• Manage calendars and communications using Microsoft Outlook, Teams, and Office tools
• Process travel and expense reimbursements using Concur
• Perform purchasing using Buy@Duke
• Coordinate space and logistics using EMS
• Maintain records and systems including Box and Duke Card access
• Coordinate with facilities, housekeeping, parking, and maintenance
• Submit and manage service requests
• Provide front desk and visitor support

Work requires a general educational background normally equivalent to a full high school education plus two years post‑secondary in a business‑related field.

Work generally requires three years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities, or an equivalent combination of education and relevant experience.

​Bachelor’s degree preferred for additional working knowledge of and an adeptness with the academic environment.

• Experience with CLSS, Concur, Buy@Duke, EMS, Stellic, Qualtrics
• Proficiency with Microsoft Office Suite, Outlook, Zoom, and Box
• Four years of administrative or related experience

• Attention to Detail:
  Displays exceptional attention to detail, ensuring accuracy and precision in all tasks and communications. Demonstrates a consistent commitment to following up with others to ensure that information is comprehensive and complete.
• Collaborating with Others:
  Ability to work collaboratively, both in formal and informal capacities, within one’s team and across the organization.
• Curiosity and Information Seeking:
  Demonstrates a natural inclination for curiosity and actively engages in personally investigating problems or situations. Willingness to learn about issues related to climate change and sustainability.
• Dealing with Ambiguity:
  Proficiently navigates change and adapts seamlessly. Capably makes decisions and acts even when the picture is not complete.
• Decisiveness & Judgment:
  Demonstrates sound judgment by making well‑considered decisions in moderately complex situations, even when information may be lacking. Recognizes the appropriate times to elevate decisions to a higher level.
• Flexibility:
  Displays the capability to adapt and function efficiently in a diverse range of situations, collaborating effectively with various individuals and groups.
• Initiative:
  Demonstrates proactive behavior and works independently, taking prompt action to achieve objectives. Exhibits timely responsiveness when faced with challenges and requires minimal prompting.
• Organizational Awareness:
  Exhibits the capacity to comprehend and grasp organizational relationships and dynamics, effectively utilizing this knowledge to attain objectives and goals.
• Planning, Prioritizing, and Multitasking:
  Skillfully identifies and categorizes assigned tasks according…