Office Coordinator, Office of the University Librarian

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Job Code/Title: Staff Assistant

Department: Office of the University Librarian

Supervisor: Chief of Staff to the University

Librarian

Position Summary

The Staff Assistant performs administrative support duties of a complex and confidential nature in support of the University Librarian, Executive Group members, and other library administrative units to support managers with varied clerical and administrative responsibilities and to maintain efficiency in organizational operations. This position serves as the main point of contact for the Libraries’ publicly reservable spaces. This position is a key resource for internal event planning and logistics. Working closely with the Chief of Staff to the University Librarian, the Staff Assistant plays a key role in maintaining financial records and processing financial transactions of the Administrative Suite.

Responsibilities

Space Management and Event Support (35%)

• Manages the DUL Event Management System (EMS) and processes room reservation requests and calendars for public and assigned Library-only meeting rooms in Perkins, Bostock, and Rubenstein Libraries.
• General space management support including but not limited to updating signage, ensuring compliance of room-use policies and that rooms are in standard configurations through weekly checks of reservable spaces.
• Provides logistical and planning support for DUL events. Serves as member of DUL’s Event Planning Committee.
• Serves as a liaison with the departments of University Housekeeping, DUL Facilities and Distribution Services, Trinity Technology Services, University Events, Parking and Transportation Services, and other campus units that intersect with or support public campus events.

Administrative Support (30%)

• Provides administrative and logistical support for Duke University Libraries (DUL) Executive Group including but not limited to maintaining electronic calendars, schedules appointments and meetings, arranging domestic and international travel, provide information and assist with meeting logistics; sets up and maintains varied computerized or manual files of records.
• Assists Chief of Staff with the coordination of initiatives of the Office of the University Librarian.
• In the absence of the Chief of Staff, provides administrative support for the University Librarian.
• Manages overall function of the administrative suite, including but not limited to monitoring supplies, mail delivery and sorting, and serving as the point of contact for the administrative suite by assists visitors, answers phones, replies to general questions regarding office activities and make referrals as appropriate.

Financial Services (30%)

• Performs a variety of complex accounting tasks involved in maintaining financial records and processing related data such as invoices, check requests, journal vouchers, travel accounting and other documents.
• Assists in the preparation and monthly reconciliation of assigned departmental or divisional budgets making recommendations and projections based on knowledge of program activities and departmental operations; investigates and resolves variances; posts financial transactions; and generates financial reports for assigned cost objects.
• Serves as Corporate Card administrator for assigned cardholders ensuring transactions are processed in a timely manner; serves as a backup Corporate Card Administrator for Development.

Other Duties (5%)

• Performs other related duties as assigned.

Qualifications

It is the expectation that all Duke University Libraries staff members will demonstrate exceptional workplace behaviors in the execution of their specific position responsibilities. These behaviors are customer focus, collaboration, creative problem solving, continuous learning, and a commitment to creating a culture of inclusion that values and respects diversity of perspective, background, and experience.

Education:

Required: 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.

Experience:

Required: 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 education and relevant experience. Candidates should have excellent interpersonal, oral and written communication skills; ability to work independently and as a member of a team; working knowledge of MS Office applications; demonstrated commitment to providing outstanding customer service; ability to make good judgments among priorities; detail-oriented and extremely well-organized.

Preferred: Working knowledge of SAP R/3; knowledge of Duke University’s Accounting System and basic terminology; experience as a P-Card Administrator; knowledge of the Duke Event Management software; experience with planning events, handling logistics, and scheduling; prior experience working in an academic research library.

Working Conditions

• Occasionally positions self to reach high and low shelves
• Normal office environment
• Occasional weekend and/or evening shifts required (2-3/year)

These statements are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position. This description is subject to change at any time.

Application

An electronic resume, cover letter, and list of 3 references should be submitted at https://careers.duke.edu/ - Search for Requisition ID # 249894. Review of applications will begin immediately and will continue until the position is filled.

Applications which are missing any of the components listed above will not be reviewed.

Salary and Benefits

Salary dependent on qualifications and experience; the hiring range for this position is firm at $20.00-$24.00. Comprehensive benefits package upon eligibility includes vacation, 14 holidays, sick leave, health, dental, disability, life insurance, educational assistance, and tuition grants. This position is not eligible for relocation assistance.

Duke offers a comprehensive benefit package which includes both traditional benefits such as health insurance, leave time and retirement, as well as wide ranging work/life and cultural benefits. Details can be found at: https://hr.duke.edu/benefits/

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.