Staff Assistant

Duke Careers•Durham, NC

8d•$20 - $31•Onsite

About The Position

At Duke, we celebrate individuality and the unique perspectives that each member of our community brings. As the Staff Assistant in Pre-professional Advising Office at Trinity College of Arts & Sciences, you’ll be a vital part of a collaborative, interdisciplinary team that supports students from diverse backgrounds. You’ll work to support the Office of Health Professions Advising and the Office of Pre-Law Advising on complex clerical and administrative responsibilities. The Staff Assistant is more than a technical role — it provides programmatic coordination and serves as the first point of contact for both offices. This role is also responsible for maintaining organizational systems to ensure operational effectiveness and efficiency.

Requirements

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.
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.
Proven ability to manage multiple projects and deadlines.
Demonstrated ability to work independently as well as part of a team.
Ability to handle sensitive and confidential information and issues daily.
Careful attention to details.
Excellent time-management and organizational skills.
Ability to communicate professionally and effectively with a wide variety of constituents, including students, alumni, university colleagues, and representatives of health professions schools.
Familiarity with institutional financial systems, processes, and policies.
Familiarity with interactive web-based and academic software.
Awareness of diversity and bias issues.
Computer skills, including Microsoft Word, Excel, and PowerPoint.
Enthusiasm, friendliness, resourcefulness and ability to be proactive.

Responsibilities

Interpret the distinct policies and procedures for Office of Health Professions Advising and the Office of Pre-Law Advising to accurately and effectively respond to inquiries from students and alumni in Trinity College of Arts & Sciences and the Pratt School of Engineering who are interested in health or law careers. Serving as the first point of contact requires responding to and triaging a myriad of sensitive requests that come via telephone, email, in person, or via online submission forms.
Answer and/or direct email correspondence to the appropriate advisor.
Produce separate weekly newsletters for prehealth and pre-law students.
Use independent judgement based to prioritize non-routine items that need immediate attention.
Organize and maintain confidential electronic files and secure FileMaker databases containing sensitive undergraduate, graduate, and alumni information. Import documents and appointments into databases on agreed upon schedules.
Help manage databases used to collect materials for professional school application reviews. Assure applicants submit complete materials, follow policies and meet deadlines.
Assist Duke undergraduate students and alumni with the institutional letter packets for health professions applications. Duties include collection and organization of applications and recommendation letters, uploading verified applications and institutional letter packets.
Establish and maintain shadowing clearance process in coordination with campus partners and HPA advisor. Recruit new providers for the Student Access Portal.
Maintain and coordinate team Calendly accounts for both prehealth and pre-law advisors to facilitate student scheduling and data analysis. Trouble-shoot and update team scheduling as the tool evolves.
Update websites.
Function as office manager through maintenance of appearance of the office, ordering office supplies via Buy @ Duke, and act as liaison with facilities maintenance and equipment providers.
Budget, coordinate, and attend, the annual Health Professions Fair which includes recruiting organizations and managing event logistics. This includes venue selection, generation of publicity materials, arranging catering and on-site oversight. Recruiting new programs and adapting to changing space availability are essential to assuring this is a revenue generating event.
Schedule and coordinate arrangements for individual visits by health professions and law schools, consultants, visitors and guests. Publicize visits to students and alumni.
Coordinate and plan representation at campus meetings and events, including Orientation, Majors Fair, Blue Devil Days and other information sessions.
Schedule group advising events for both prehealth and pre-law students and alumni.
Budget for and coordination of events.
Process reimbursements and corporate card receipts; monitor, verify, and reconcile expenditure of budgeted funds as appropriate; process stipends/awards, and assist Director with stewardship reporting to the endowments.
Maintain records of department expenditures and reporting financial status to administrative management in Trinity College of Arts and Sciences.