Staff Assistant, Duke School of Law

Duke Careers•Durham, NC

4d•$21 - $29•Onsite

About The Position

The Staff Assistant for the Bolch Judicial Institute at Duke School of Law plays an essential role in supporting an organization dedicated to studying, strengthening, and promoting the rule of law. This position performs a variety of confidential and complex administrative responsibilities that contribute to the efficient operation of the Institute and advancement of its mission. The role involves supporting Institute leadership, programs, publications, and outreach efforts.

Requirements

Two years of post-secondary education in administrative support or a related business field.
Three years of related secretarial or clerical experience to acquire the skills necessary to administer complex office functions associated with office management, communications, and budgetary/accounting activities.
An equivalent combination of education and relevant experience.

Nice To Haves

Strong professional writing, editing, and proofreading skills.
Excellent organizational skills and attention to detail.
Ability to manage multiple projects, deadlines, and competing priorities.
Strong interpersonal and customer service skills.
Experience with database management systems, including Salesforce or similar platforms.
Familiarity with project management practices.
Knowledge of communications and public relations activities.
Basic graphic design and photo-editing skills.
Proficiency with Microsoft Office applications and standard office technologies.
Ability to maintain confidentiality and exercise sound judgment.

Responsibilities

Organize, maintain, and manage departmental records, reports, correspondence, procedural manuals, directives, and related documentation to support efficient Institute operations.
Monitor, interpret, and communicate updates to policies, procedures, and regulations to appropriate stakeholders.
Maintain and update constituent information within Salesforce and other database systems, ensuring accuracy of mailing lists, alumni records, donor information, and other assigned data.
Conduct routine research, analysis, and data maintenance activities to support organizational initiatives.
Assist with planning and coordinating meetings, workshops, seminars, conferences, and special events.
Attend meetings as needed to record minutes, provide information, and serve as a resource to participants.
Manage Institute mailings and correspondence while maintaining compliance with Duke mailing procedures, publication distribution requirements, and international mailing standards.
Screen and route incoming mail, emails, and telephone inquiries; respond appropriately or escalate matters based on knowledge of Institute activities and priorities.
Order office supplies and maintain inventory to support daily operations.
Coordinate travel arrangements, schedule meetings, and support calendar management activities for Institute leadership.
Draft, edit, and manage professional correspondence on behalf of the Director, Deputy Director, and other Institute colleagues.
Assist with preparation of reports, proposals, briefing materials, reference documents, and informational resources requiring research, data compilation, analysis, and evaluation.
Support financial administration activities, including reimbursement processes and related administrative transactions.
Maintain confidentiality while handling sensitive information and communications.
Maintain subscription records and payment information for Judicature, the Institute's tri-annual journal for judges.
Serve as a liaison with contributing authors to ensure publication agreements and author records remain current and accurate.
Review, edit, and proofread articles, reports, speeches, publications, and other written materials for quality and accuracy.
Assist in developing basic promotional and marketing materials, including flyers, posters, and event communications.
Support communications initiatives that promote Institute programs, publications, and engagement opportunities.
Perform other related duties as assigned in support of the Bolch Judicial Institute's mission and operational needs.