Staff Assistant

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.

Introduction. The position is located in the Department of Naval Science/Naval Reserve Officers Training Corps (NROTC) Unit at Duke University, Durham, NC. The department's primary mission is to provide a permanent system of training and instruction in essential naval subjects to students participating in the Naval Reserve Officer Corps program in order to qualify them for commissioning in the Navy and Marine Corps. The NROTC Unit of Duke University also serves as the command headquarters of the North Carolina Piedmont Region NROTC Consortium (NCPR) which consist of units at The University of North Carolina at Chapel Hill (UNC-CH), North Carolina State University (NCSU), and Duke University.

Major Duties. The Staff Assistant (SA) is the initial point of contact for the Department of Naval Science/NROTCU Duke, and the North Carolina Piedmont Region NROTC Consortium (NCPR), with the U.S. Navy and other U.S. government agencies. The SA serves as the primary liaison between the U.S. Navy, Duke University and NCPR member schools regarding university and U.S. government issues. The SA serves as the assistant to the Chair and Professor of Naval Science (PNS)/Commanding Officer, NROTC NCPR and the Director of Undergraduate Studies (DUS). The SA is also responsible for providing administrative support to nine faculty and staff members including general correspondence, maintenance of department historical files, and completion of special projects and assignments as needed to ensure the department, NROTC Duke, NROTC NCPR and its programs run smoothly.

Financial

• Business Manager.
• Control and Maintain financial records of departmental contracts, sponsored programs. Inform department head and appropriate staff members of financial state of various projects.
• Budgetary preparation and control: assist and advise department head in budgetary and related matters; prepare initial budgetary recommendations for approval by department head by considering past requirements/expenditures and present program plans. Create reports and advise director on budget needs and strategies. (Manage budgets: Operating, IT, Facilities, Navy ROTC Commodore Club budget)
• ROTC scholarship administration. Create and submit invoices for all Navy ROTC scholarships, monitoring for timely payment from the U.S. Navy. Reconcile Midshipmen scholarship accounts. Scholarship payments are usually in excess of $1.5 million per year.
• Budget preparation & submission. Create reports & advise PNS on budgetary needs and strategies.
• Financial management - reporting and reconciliation (includes processing fund transfers', JVs, AP check requests, creating reports in SAP, initiating and/or approving online travel reports.
• Allocate and approve corporate card transactions in Works.
• Attend training sessions to stay current with financial system policies and procedures
  
  

Assistant DUS In the absence of the DUS, attend faculty meetings and training sessions to stay abreast of program priorities and university scheduling and academic policies/procedures

• Schedule courses through DSV
• Create/change courses through Course Request Database
• Coordinate Course evaluation process: finalize course listings, facilitate dept. evaluation access & reports
• Communicate University policies and procedures to department head and faculty
• Facilitate new faculty access to STORM each semester. Provide support and training on procedures for grading etc.
• Assist with administrative and logistical execution of Blue Devil Days, Orientation and other student recruiting events. Assist with the planning and coordination of Naval Commissioning Graduation ceremony and reception
  
  

Events

• Officer's Education Committee meetings 3-4 times per year
• Schedule the event, location, timing, catering
• Distribute the nomination package (background, cv, transcript) for each candidate to committee members
• Make travel and lodging arrangements for the interviewee and submit and monitor reimbursement payment.
• Assist with the Coordination of Fall Semester Naval Orientation program for incoming freshmen. Schedule the event, location, timing, catering,
• Coordinate the Spring Awards Ceremony to recognize ROTC student achievement- Schedule the event, location, timing, guest parking.
• Commissioning Ceremony - Coordinate scheduling, location, parking, catering, program, maintain rsvp list, etc.
• Coordinate annual New Student Orientation Program for new students and parents. Assist with the Scheduling the event, location, timing, catering.
• Coordinate all retirement and (farewell) events- Schedule the event, location, timing, catering
• Navy Birthday Ball Celebration (600 staff, students, and guests). Requires coordination between NCPR units UNG-CH and NCSU.
• Schedule event, location, catering
  
  

• Create related ad specialty items
  

General Office

• Office Manager. First point of contact for Duke Departmental, NROTC, NCPR,
  
  

U.S. Navy, U.S. Government, and civilian issues and inquiries.

• Schedule appointments and meetings, maintain the department head's calendar
• Receive, screen, and route mail and documents. Exercise independent judgement to determine whether to respond or bring to the PNS's attention, based on content of communication and knowledge of department programs and activities
• Organize and maintain departmental file records
• Coordinate onboarding and orientation of all incoming personnel: set up office, order and assign keys; sponsor them to obtain a Duke Unique ID, parking permits, STORM, SISS/ACES and Saki access.
• Maintain a departmental phone directory of contact information
• Room scheduling through 25 LIVE for special events, extra seminars, speakers, etc.
• Work with OIT to ensure program is properly equipped with all computing needs
• Order and maintain sufficient inventory of office supplies and equipment
  
  

Facilities Management

• Serve as departmental liaison with university administrative personnel concerning university financial policies and procedures (Make independent decisions on specific operating problems and issue instructions in the name of the department in accordance with departmental precedents and Duke Policies).
• Coordinate and monitor maintenance and upkeep of department spaces. Update office and space assignments in Web Central (ensure that each office is properly equipped with furniture, lighting, carpet, etc., space requests, and service requests)
• Web Central manager
• Key control manager
  
  

Minimum Qualifications

Education

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 OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

Job Code: 00000476 STAFF ASST

Job Level: 09

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collectivesuccess depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke Universityand Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.