Staff Assistant, Duke Institute Brain Sciences

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.

As a Staff Assistant supporting one of the seven university-wide, interdisciplinary institutes at Duke, you’ll be a vital part of a mission-driven academic center dedicated to supporting our faculty, staff, students, visiting speakers, alumni, and donors— ensuring seamless day-to-day operations to both DIBS and the Center for Cognitive Neurosciences.

• Facilities Management
  
  • Manage usage of DIBS & CCN spaces (labs, offices, classrooms, meeting rooms) by Duke teaching faculty, DIBS supported centers, research groups, DIBS guests and ad hoc groups, as well as outside collaborators.
  
  • Supervise and coordinate all facilities work requests, communicate to affected communities as required; provide high-level support on faculty requests; liaise with administrative personnel.
  
  • Maintain building access control processes.
  
  • Maintain the community room scheduling calendar, coordinate room set up needs and liaise with IT for audio‑visual support.
  
  • Coordinate event parking and manage research labs parking needs for DIBS & CCN controlled spaces.
• Office Management
  
  • Provide comprehensive operations and administrative support to DIBS faculty and staff; lead and advise on administrative problems.
  
  • Manage office workflow systems, including digital organization, shared drives, and version‑controlled documents.
  
  • Maintain and support DIBS & CCN postal mail and email (shipping, mailbox, mailing lists/listservs, etc.).
  
  • Manage DIBS & CCN office, building and I/T supplies; track inventory adhering to institute budgets.
  
  • Serve as high‑level liaison for DIBS & CCN‑wide I/T and print support processes and issue management.
  
  • Track, monitor, and reconcile budgeted funds; assist with annual budgeting and financial reporting; manage diverse financial transactions aligned with Duke policy.
  
  • Assist with onboarding, training, and office resource management.
  
  • Serve as a welcoming point of contact for visitors and partners.

• Provide administrative and event support for all DIBS‑related events such as seminars, lectures, annual symposiums, annual meetings, facility tours, panels, workshops, conferences, receptions, and dinners.
• Assist DIBS program coordinator with vendor management, space management, and services provided. Manage event logistics from planning through execution, including space reservations, travel, itineraries, briefing materials, invitations, and on‑site support.
• Handle logistics for guest speakers and visitors, including itineraries, parking, honoraria, catering, room reservations, vendor coordination, travel coordination.
• Contract and manage vendors for catering, equipment rentals, decor, and audiovisual services, including price negotiation.
• Administer post‑event actions and manage follow‑up communications.
• Manage expenses and ensure rules and regulations are followed.

Required Qualifications

Education/Training

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post‑secondary education in administrative support or a related business field.

Experience

Work generally requires four years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

Preferred Qualifications

• Excellent communication, organization, and interpersonal skills; possess…