Staff Assistant, Duke Institute for Brain Sciences

About the role

The Staff Assistant supports one of the seven university-wide, interdisciplinary institutes at Duke University, specifically the Duke Institute for Brain Sciences (DIBS). DIBS is a vibrant hub for neuroscience research and education, integrating various schools, disciplines, and educational approaches to drive breakthroughs and societal benefits.

Responsibilities

• Administrative & Facilities/Office Management (Approx. 60%)

• Manage usage of DIBS & CCN spaces 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.
• Cookier event parking and manage research labs parking needs for DIBS & CCN controlled spaces.

• Office Management (Approx. 40%)

• 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.
• Serve as a welcoming point of contact for visitors and partners.

Qualifications

• Education/Training

• Two years of post-secondary education in administrative support or a related business field.

• Experience

• Four years of related secretarial/clerical experience.

Preferred Qualifications

• Excellent communication, organization, and interpersonal skills; possess self-initiative.
• Proficiency with Microsoft Office, Canva, Adobe, and instant messaging applications.
• Event and/or program administration skills.
• A high customer-service orientation with a pleasant demeanor and ability to interact well with others. Possess the skills to develop positive working relationships with DIBS colleagues including within Duke, visitors to Duke, and travel-related contacts.
• Familiarity with SAP, Concur, Duke Procurement systems, Teams.
• Experience in development, higher education, and finance.

Pay

Duke University provides an annual base salary range for this position as USD $19.80 to USD $30.63. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Benefits

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/.

Equal Opportunity Employer

Duke University is an 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 (including pregnancy and pregnancy- related conditions), sexual orientation, or military status.

Essential Physical Job Functions

Nearest Major Market: Durham
Nearest Secondary Market: Raleigh