What are the responsibilities and job description for the Staff Assistant, Alumni Relations & Visitor Services, Duke Alumni Engagement and Development (AED) position at Duke University?
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Staff Assistant, Alumni Relations & amp; Visitor Services
ONE CITY CE NTER (OCC) and KARSH ALUMNI AND VISITORS CENTER LOCATIONS
Duke Alumni Engagement and Development (AED)
Occupational Summary
Perform receptionistand administrative duties to support the day-to-day operations of Duke’ s two Alumni Engagement and Development (AED) floors at One City Center (42K square feet) and Karsh Alumni and Visitors Center (48K square feet) while providing outstanding customer service to all visitors.
This is a full time, dual-location position. Though the individual will have primary residence at one loca tion, it will be necessary to understand the alternate location to be ab leto provide ancillary support as needed.
Work Performed
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Serve as the AED primary staff cont act for general inquiries via phone and in person. On a daily basis, org anize and maintain reception desk log book to ensure accuracy of informa tion for daily visitors and meetings. Use a multi-line phone to direct i ncoming calls to the correct person or department. Take and forward mess ages as needed. Greet visitors, assign parking passes, offer refreshment s, and notify staff member of their visitor(s) arrival. Update operation s manual(s) as needed and maintain a current and complete front desk dir ectory of all AED staff members.
Follow opening/closing procedures as well as overall guidelines an d protocols. Maintain daily schedule of events and visitors. Provide fac ilities oversight including identifying potential security and maintenan ce issues, seeking solutions to identified problems.
When needed, provide facility tours for new hi res so they know where to go for their day-to-day needs.
On a daily basis, screen and route mail and documents; determine which to respond to or which to bring to superviso r's attention based on content of communication and broad knowledge of d epartmental programs and activities. Sign for Fed Ex, UPS, and other del iveries and notify recipient.
Oversee the receipt of donations which includes processing checks and making the necessary arrangements for their deposit on a weekly (daily if multiple checks) basis.
P rocess Concur and buy@duke financial forms (AP check requests, travel ex pense vouchers, miscellaneous reimbursements, and procurement card clear ing) for AED administrative team members as needed. Provide assistance i nfinancial statement reconciliation. Process vendor invoices for paymen t.
Understand Virtual Duke (technology) opportunities and events for the day/upcoming week. Be comf ortable offering basic support and troubleshooting for all meetings.
Book office meeting rooms upon request. All conference rooms must be checked daily for cleanliness and organizational needs. For meetings, guests need to be escorted to the a ppropriate room, offered beverages, and made to feel welcome.
Work with alumni on benefit requests, including Rec Center memberships, parking and virtual alumni card tech assistance.
Have the ability to provide information about the Duke campus, including building and pa rking locations. Also, be able to provide direction to both the OCC and Karsh locations.
Use Duke platforms (DADD, A lumni Network, Donor Portal) to assist alumni in locating classmates, up dating addresses and confirming giving information, understanding that a t times, work could be confidential in nature.
Day-to-day office contact for Housekeeping and Facili ty needs. Submit work requests whether online or by phone. Provide suppo rt for copier service issues. Place all general Staples orders for offic e supplies weekly.
Support A ED staff in both locations on events, programming, and special projects such as preparation of letters, cards and packages for mailing/shipping/ distribution.
Perform other related duties incidental to the work described herein.
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Behavioral Competencies
Duke is an Affirmative Action/Equal Opportunity Employer committed toproviding employment opportunity without regard to an indiv idual's age,color, disability, gender, gender expression, gender identit y, geneticinformation, national origin, race, religion, sex, sexual orie ntation,or veteran status.
Duke aspires to create a c ommunity built on collaboration,innovation, creativity, and belonging. O ur collective success depends onthe robust exchange of ideas—an exchange that is best when the richdiversity of our perspectives, backgrounds, a nd experiences flourishes.To achieve this exchange, it is essential that all members of thecommunity feel secure and welcome, that the contribut ions of allindividuals are respected, and that all voices are heard. All members ofour community have a responsibility to uphold these values.
Anticipated Pay Range
Duke U niversity provides an annual base salary range for thisposition as USD $ 18.55 to USD $27.54. Duke University considersfactors such as (but not l imited to) scope and responsibilities of theposition; candidate's work e xperience, education/training, and keyskills; internal peer equity; as w ell as market and organizationalconsiderations when extending an offer.
Your total compensation goes beyond the dollars on your payc heck.Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-frien dly and cultural programs to eligible team members. Learn more at:https: //hr.duke.edu/benefits/
EssentialPhysical Job Functions: Certain jobs at Duke University andDuke University Health System may in clude essential job functions thatrequire specific physical and/or menta l abilities. Additionalinformation and provision for requests for reason able accommodation willbe provided by each hiring department.
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Education
Work requires a broad knowledge of clerical and accounting principlesand practices normally acquired throug h two years of post-secondaryeducation in administrative support or a re lated business field.
Experience
Work generally requi res three years of related secretarial/clericalexperience to acquire ski lls necessary to administer complex officefunctions related to office ma nagement, communications, andbudgetary/accounting activities. OR and equ ivalent combination ofeducation and relevant experience.
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 collective success 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 University and Duke University Health System may include essentialjob 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.
Staff Assistant, Alumni Relations & amp; Visitor Services
ONE CITY CE NTER (OCC) and KARSH ALUMNI AND VISITORS CENTER LOCATIONS
Duke Alumni Engagement and Development (AED)
Occupational Summary
Perform receptionistand administrative duties to support the day-to-day operations of Duke’ s two Alumni Engagement and Development (AED) floors at One City Center (42K square feet) and Karsh Alumni and Visitors Center (48K square feet) while providing outstanding customer service to all visitors.
This is a full time, dual-location position. Though the individual will have primary residence at one loca tion, it will be necessary to understand the alternate location to be ab leto provide ancillary support as needed.
Work Performed
< span>
Serve as the AED primary staff cont act for general inquiries via phone and in person. On a daily basis, org anize and maintain reception desk log book to ensure accuracy of informa tion for daily visitors and meetings. Use a multi-line phone to direct i ncoming calls to the correct person or department. Take and forward mess ages as needed. Greet visitors, assign parking passes, offer refreshment s, and notify staff member of their visitor(s) arrival. Update operation s manual(s) as needed and maintain a current and complete front desk dir ectory of all AED staff members.
Follow opening/closing procedures as well as overall guidelines an d protocols. Maintain daily schedule of events and visitors. Provide fac ilities oversight including identifying potential security and maintenan ce issues, seeking solutions to identified problems.
When needed, provide facility tours for new hi res so they know where to go for their day-to-day needs.
On a daily basis, screen and route mail and documents; determine which to respond to or which to bring to superviso r's attention based on content of communication and broad knowledge of d epartmental programs and activities. Sign for Fed Ex, UPS, and other del iveries and notify recipient.
Oversee the receipt of donations which includes processing checks and making the necessary arrangements for their deposit on a weekly (daily if multiple checks) basis.
P rocess Concur and buy@duke financial forms (AP check requests, travel ex pense vouchers, miscellaneous reimbursements, and procurement card clear ing) for AED administrative team members as needed. Provide assistance i nfinancial statement reconciliation. Process vendor invoices for paymen t.
Understand Virtual Duke (technology) opportunities and events for the day/upcoming week. Be comf ortable offering basic support and troubleshooting for all meetings.
Book office meeting rooms upon request. All conference rooms must be checked daily for cleanliness and organizational needs. For meetings, guests need to be escorted to the a ppropriate room, offered beverages, and made to feel welcome.
Work with alumni on benefit requests, including Rec Center memberships, parking and virtual alumni card tech assistance.
Have the ability to provide information about the Duke campus, including building and pa rking locations. Also, be able to provide direction to both the OCC and Karsh locations.
Use Duke platforms (DADD, A lumni Network, Donor Portal) to assist alumni in locating classmates, up dating addresses and confirming giving information, understanding that a t times, work could be confidential in nature.
Day-to-day office contact for Housekeeping and Facili ty needs. Submit work requests whether online or by phone. Provide suppo rt for copier service issues. Place all general Staples orders for offic e supplies weekly.
Support A ED staff in both locations on events, programming, and special projects such as preparation of letters, cards and packages for mailing/shipping/ distribution.
Perform other related duties incidental to the work described herein.
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Behavioral Competencies
- Be dependable and have schedule flexibility
- Strong customer service skills
- Ability to multitask with a smile
- Be conscientiou s and responsible
- Be detail oriented and organize d
- Initiative and ability to work independently as well as be a part of a team
- < span>Competence using MS Office; particularly Excel, Word and Outlook. I ntermediate knowledge of Excel preferred.
- Excel lent oral and written communications skills and ability to handle switch board while performing other tasks.
- Familiarit y with online databases and ability to navigate via the Web. Will learn Duke platforms including the Duke Alumni Network, Giving at Duke, Donor Portal, DADD and Enquire.
- First-rate customer service and organizational skills required.
- Ab ility to maintain positive demeanor and to operate as the first ‘face an d voice’of the Alumni Engagement and Development Office.
Duke is an Affirmative Action/Equal Opportunity Employer committed toproviding employment opportunity without regard to an indiv idual's age,color, disability, gender, gender expression, gender identit y, geneticinformation, national origin, race, religion, sex, sexual orie ntation,or veteran status.
Duke aspires to create a c ommunity built on collaboration,innovation, creativity, and belonging. O ur collective success depends onthe robust exchange of ideas—an exchange that is best when the richdiversity of our perspectives, backgrounds, a nd experiences flourishes.To achieve this exchange, it is essential that all members of thecommunity feel secure and welcome, that the contribut ions of allindividuals are respected, and that all voices are heard. All members ofour community have a responsibility to uphold these values.
Anticipated Pay Range
Duke U niversity provides an annual base salary range for thisposition as USD $ 18.55 to USD $27.54. Duke University considersfactors such as (but not l imited to) scope and responsibilities of theposition; candidate's work e xperience, education/training, and keyskills; internal peer equity; as w ell as market and organizationalconsiderations when extending an offer.
Your total compensation goes beyond the dollars on your payc heck.Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-frien dly and cultural programs to eligible team members. Learn more at:https: //hr.duke.edu/benefits/
EssentialPhysical Job Functions: Certain jobs at Duke University andDuke University Health System may in clude essential job functions thatrequire specific physical and/or menta l abilities. Additionalinformation and provision for requests for reason able accommodation willbe provided by each hiring department.
&nbs p;
Education
Work requires a broad knowledge of clerical and accounting principlesand practices normally acquired throug h two years of post-secondaryeducation in administrative support or a re lated business field.
Experience
Work generally requi res three years of related secretarial/clericalexperience to acquire ski lls necessary to administer complex officefunctions related to office ma nagement, communications, andbudgetary/accounting activities. OR and equ ivalent combination ofeducation and relevant experience.
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 collective success 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 University and Duke University Health System may include essentialjob 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.
Salary : $19 - $28
