What are the responsibilities and job description for the Staff Specialist, Regional Engagement, Duke Alumni Engagement and Development (AED) position at Duke University?
Occupational Summary
The staff specialist is part of the Regional Engagement team of the Duke Alumni Engagement and Development (AED) and supports the engagement of Duke’s more than 195,000 undergraduate, graduate, and professional school alumni in the U.S. and around the world by supporting the volunteer work, educational, career, cultural, and athletics related events that take place away from Duke’s campus. Position reports to the Program Director, Operations for Regional Engagement.
Work Performed
Administrative Support for Regional Engagement Team
Perform account reconciliation activities Confirm that all expenses charged to departmental cost center belong to your department and are charged to the correct general ledger This is done by:
The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Required Skills
The ideal candidate will possess intermediate proficiency in Microsoft Office, particularly in Excel, Word, and PowerPoint, Must have strong customer services skills along with an acute attention to detail and the ability to meet deadlines.
Required Behavioral Competencies
Attention to Detail
Planning, Prioritizing, & Multitasking
Provides Excellent Customer Service
Expresses Ideas Orally & In Writing
Initiative
Minimum Qualifications
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 orie ntation,or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends onthe 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 ofour community have a responsibility to uphold these values.
Anticipated Pay Range
Duke University provides an annual base salary range for this position as USD $18.55 to USD $27.54. Duke University considers factors such as (but not l imited 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.
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/
Essential Physical JobFunctions: 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 willbeprovided by each hiring department.
Education
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.
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 and equivalent 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.
The staff specialist is part of the Regional Engagement team of the Duke Alumni Engagement and Development (AED) and supports the engagement of Duke’s more than 195,000 undergraduate, graduate, and professional school alumni in the U.S. and around the world by supporting the volunteer work, educational, career, cultural, and athletics related events that take place away from Duke’s campus. Position reports to the Program Director, Operations for Regional Engagement.
Work Performed
Administrative Support for Regional Engagement Team
- Provide administrative support for Regional Directors on the AED Regional Engagement Team. This support includes preparing presentations and reports, data analysis, scheduling meetings, assisting with travel plans, communicating with alumni and other Duke staff, tracking engagement activities, activities and reviewing expenses.
- Use Asana project management system to track and execute work.
- Prepare and ship supplies for events around the world.
- Assist with preparation for and staffing of large, campus-based events such as Homecoming, Reunions, and Senior Send-offs
- Use Cvent online event software to manage registration, attendance, and documentation of global events. Work with regional directors to maintain event attendance processing.
- Create spreadsheets in both Excel and Google.
- Create event and volunteer records and manage data updates in university alumni database.
- Develop reports to track event, volunteer, and engagement data.
- Participate in required trainings and become proficient in SAP, Duke G/L accounts, SAP journal entries, online check requests, Buy@ Duke, AP check requests, Purchase Orders, SAP account reconciliation, Concur. Repeat classes as necessary.
- Process invoices / expenses on behalf of department for budgeted projects, programs, events and activities. Utilize the following to process these transactions:
- Buy@Duke – Create shopping carts to set up purchase orders
- Online Check requests – Pay invoices with online check request
- Concur – Corporate Card Charges – Submit all concur expense reports through the workflow by required deadline (10 days prior to the 15th duke date of each month)
- Reviewing expenses on SAP R/3
- Creating and processing journal vouchers if expenses need to be corrected
- Uploading your fiscal year reconciliation packets to Box AED folder
- Perform all these duties for your designated cost center, and cross cover for other cost centers as requested.
- Serve as a mentor to other DAED Transactional Initiators
- Participate in educational retreats and meetings as requested by DAED Finance.
The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Required Skills
The ideal candidate will possess intermediate proficiency in Microsoft Office, particularly in Excel, Word, and PowerPoint, Must have strong customer services skills along with an acute attention to detail and the ability to meet deadlines.
Required Behavioral Competencies
Attention to Detail
Planning, Prioritizing, & Multitasking
Provides Excellent Customer Service
Expresses Ideas Orally & In Writing
Initiative
Minimum Qualifications
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 orie ntation,or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends onthe 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 ofour community have a responsibility to uphold these values.
Anticipated Pay Range
Duke University provides an annual base salary range for this position as USD $18.55 to USD $27.54. Duke University considers factors such as (but not l imited 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.
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/
Essential Physical JobFunctions: 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 willbeprovided by each hiring department.
Education
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.
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 and equivalent 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
