Staff Specialist
Residence Life and Housing Services
Requisition Number: 400235429
Job Code: 0670
Job Level: 07
Job Family: 03
Supervisor: Assistant Director of Accommodations
Position Status: Non-Exempt, regular, full-time
Nature of Responsibilities
Works independently, but collaboratively with other professionals in the administration and management of a comprehensive housing assignments program that serves over 5400 on-campus students. Responsible for a broad range of administrative, customer service and housing assignment functions.Specific Duties
1. Provide primary customer service for walk-in traffic and customer inquiries including: greeting office visitors and providing information and/or referral as necessary, handling calls and email enquiries to the office, and responding directly to enquiries and occasionally forwarding complex enquiries to supervisor. (35%)2. Coordinate and manage the housing assignment processes for graduate and professional students, summer housing, post-season athletes, graduation weekend, free summer housing, and extensions to licenses. Duties include but are not limited to database management, providing initial information as well as answering questions throughout the process, assisting students with application process, assigning students (and families) to residence hall and apartment spaces, processing necessary paperwork for RLHS offices, and providing housing information to various departments and offices regarding on campus housing. (30%)
3. Prepare charges and credits for departmental billing process. Duties include, but are not limited to processing all student/customer bills, including additional charges (air conditioners, damages, and other charges), maintaining data integrity related to billing records, preparing billing and deposit summaries, responding to student and parent inquiries regarding student accounts, and working with the Bursar’s Office in conducting account reconciliation. (10%)
4. Assign and delete DukeCard access privileges for individual housing assignment changes as well as classroom use. (5%)
5. Coordinate the hiring, training, and supervision of student office assistants. (5%)
6. Establish and maintain effective and collaborative working relationships with offices and programs in RLHS, Student Affairs and across campus that will enhance the quality of the residential experience; collegially support initiatives important to the success of other units that serve the campus residential population. (5%)
7. Perform related duties as assigned or required to meet department, division and university goals and objectives. (5%)
8. Perform duties as assigned or required to promote the goals, objective and mission of the Department, the Division of Student Affairs, and Duke University. (5%)
Minimum Requirements
Education/Training: Work requires 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.
Experience: Work generally requires three years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Specific Skills and Competencies
Specific Skills and Competencies:• Ability to converse using appropriate vocabulary and grammar to convey information accurately to students, parents, staff and other University members and guest by telephone, in person, and written communications.
• Ability to explain and interpret legal documents (License Agreements) and complex processes.
• Ability to effectively work with students and others who feel poorly served.
• Ability to work with international students and families.
• Exceptional organization and verbal, written, and interpersonal communication skills.
• Proficiency in related computer applications and database management.
Duke University is an Equal Opportunity/Affirmative Action Employer.
Posted on Tuesday, May 27, 2008