Staff Assistant
Dean of Students Office
Requisition Number: 400235675
Job Code: 0708
Job Level: 07
Job Family: 06
Supervisor: Associate Dean/Director of the Substance Abuse
Position Status: Full-time, Non-exempt
Staff Supervision: Student Assistants
Work Schedule: 8:00am-5:00pm, M-F and occassional weekends
Nature of Responsibilities
Maintain centralized files and confidential records; reconcile financial statements for office; coordinate administrative processes and systems, including student staff supervision; serve as office manager and primary customer service representative.Specific Duties
1. Serve as primary customer service representative that answers inquiries from students, parents, faculty, staff, and alumni in person, by telephone and via email correspondence.2. Oversee financial records for the Substance Abuse Prevention Center and Case Manager accounts including monitoring, verifying charges, processing transactions against, and reconciling statements using institutional systems such as SAP R/3.
3. Screen and route mail for professional and student staff.
4. Serve as PARIS Administrator for the Substance Abuse Prevention Center and Case Manager.
5. Assist the Associate Dean/ Director with annual budget preparation (BPS) and quarterly variance reports.
6. Prepare letters and statements to be disseminated from the Center. Prepare inter-departmental memoranda explaining new or revised policies and procedures as necessary.
7. Address all components to schedule large community coalition meetings. Confirm invites and attendance for all members. Maintain minutes of Center meetings.
8. Maintain the databases for the Center. Assemble regular reports from the database.
9. Recruit, hire, and supervise the work of student office assistants.
10. Oversee confidential student information and sensitive organizational files.
11. Utilize resources to deliver online initiatives to the Duke student body.
12. Reserve Prevention Center space for programs, trainings, meetings and events.
13. Assist with departmental projects and initiatives through the Dean of Students Office.
14. Perform other related duties incidental to the work described herein.
Minimum Requirements
Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post secondary education in secretarial science or a related business field.Specific Skills and Competencies
Minimum two years of experience in a professional office setting. Previous work experience in student services preferred. Knowledge of Duke accounting systems and procedures preferred. Completion of SAP R/3 and/or PARIS training a plus.Microsoft Office suite, SAP R/3, general accounting procedures. Ability to manage multiple tasks and deadlines concurrently. Strong written, oral, and interpersonal communication skills.
Application Instructions
To apply candidates should end resume, cover letter and three references to Gayla Winstead at gayla.winstead@duke.edu or
Candidates may mail resumes to Gayla Winstead at the following address:
Duke University
Division of Student Affairs
Box 90959
Durham, NC 27708
Duke University is an Equal Opportunity/Affirmative Action Employer.
Posted on Friday, August 22, 2008