7 Staff Assistant - Events Coordinator Jobs in Durham, NC
Duke University is Hiring a Staff Assistant - Events Coordinator Near Durham, NC
Occupational Summary
Perform responsible administrative and secretarial duties of a complex and confidential nature in support of major departmental activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency and organizational activities in the Department of Music.
This is a full-time (40 hours week) bi-weekly 12 month position.Financial Support Responsibilities – 50%
- Process corporate and credit card charges and reimbursements through Employee Travel and Reimbursement.
- Communicate with Department corporate card holders regarding receipts. Provide assistance when necessary to card holders regarding Concur or other related financial programs.
- Prepare accounts payable check requests for Department guest musicians, lecturers, and other outside vendors.
- Prepare purchase orders for Department outside vendors.
- Contact Department guest musicians, lecturers, and vendors to collect relevant information (such as W9, ICC, and honoraria forms) for check requests and purchase orders.
- Track payments to outside guests and vendors and continuously update outstanding check requests, purchase orders, and other payments on shared spreadsheet.
- Provide administrative support to the Departmental Business Manager for various financial and organizational tasks, including monthly reconciliation research and reporting.
- Communicate information about the department to the general public, prospective students, parents and other constituents.
- Sign out instrument lockers to students throughout the year. Maintain locker spreadsheet. Change locker combinations once a year.
- Organize and maintain department equipment for use by faculty, staff and students.
- Sort and distribute incoming department mail.
- Order office supplies and maintain inventory.
- Issue room keys for short-term use in building.
- Provide secretarial/administrative assistance for classes and faculty members as needed.
- Serve as receptionist for department, answering phone calls and in-person inquiries
- Assist with travel and lodging accommodations for department guests when requested.
- Other duties and projects as necessary.
- Oversee and coordinate the logistics of all Duke Music Department events, including masterclasses, lectures, performances, and artist residencies.
- Collaborate with faculty and staff to compile a comprehensive list of events and their details each semester.
- Develop and implement streamlined processes for information gathering.
- Act as the primary point of contact for faculty regarding event planning.
- Coordinate with the Concert Manager to manage Baldwin/Nelson logistics and bookings.
- Liaise with department staff to coordinate Biddle Music Building program events and logistics.
- Coordinate and serve as the main point of contact for Trinity Communications, including providing content for newsletters, proofreading communications, and coordinating publicity on platforms such as Facebook and Instagram.
- Support and help coordinate event promotion efforts.
- Make reservations related to visitor residencies, including accommodations, meals, and transportation.
- Assist with the logistics and coordination of department-wide events, including retirement events, annual student/faculty gala concert, and alumni events.
- Make reservations as needed in 25Live for department events.
Minimum QualificationsEducation
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.
ExperienceWork 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.
Job Summary
Full Time
Colleges & Universities
$39k-52k (estimate)
07/03/2024
07/31/2024
duke.edu
DURHAM, NC
7,500 - 15,000
1938
RICHARD BRODHEAD
$3B - $5B
Colleges & Universities
Related Companies
About Duke University
The Nicholas School of the Environment at Duke University is one of the worlds leading graduate and professional schools for the interdisciplinary study of the environment. The Nicholas School creates knowledge and leaders of consequence for a sustainable future through a new paradigm in research and education: one that attempts to understand the Earth, the environment, and people and human institutions as an integrated whole, and to use that understanding to foster and spread the ethic of environmental stewardship. Located in the heart of the Duke campus, the school provides a comprehensive m...ultidisciplinary program focused on the relationship of the environment and society to prepare scientists, managers and policymakers to promote the sustainable use of Earths resources. The Nicholas Schools program is enhanced by strong collaborations with Dukes Nicholas Institute for Environmental Policy Solutions and Dukes eight other graduate and professional schools. The Nicholas School has produced alumni who are leaders in conservation management, industry, government, environmental consulting, and academia. Students emerge from our program as multi-talented problem solvers who are poised in a corporate boardroom, confident on Capitol Hill, and comfortable in natural surroundings.
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