About 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.
About the Newly Merged Institute (NMI)
Duke University is heightening its commitment to accelerate sustainable and equitable solutions to the climate crisis and develop a new generation of climate-literate thought leaders. An ambitious university-wide strategy will build on decades of successful energy and environmental research, education, and external engagement efforts. As part of this endeavor, the university is merging two of its signature interdisciplinary units: the Nicholas Institute for Environmental Policy Solutions and the Duke University Energy Initiative. Working closely with Duke University schools and other units, the newly merged institute will advance the university’s climate strategy by developing transformative educational experiences; galvanizing and conducting impactful research; and engaging with decision makers at the global, national, state, and local levels.
Diversity, equity, and inclusion are core values of the newly merged institute. We believe that the educational environment is enhanced when diverse groups of people with diverse ideas come together to learn. Applicants with a demonstrated commitment to issues of diversity in higher education are particularly encouraged to apply.
General Work Performed
The NMI Student and Alumni Engagement Staff Assistant coordinates and assists with all student and alumni engagement activities and programs. The Staff Assistant is responsible for maintaining databases and tracking tools, creating new databases and presentations, and developing, and overseeing assessment and logistics of programs, and gathering data as needed by the Associate Director of Student and Alumni Engagement.
Provides overall support for the Student and Alumni Engagement pillar. The Staff Assistant manages all administrative functions on behalf of this pillar, as well as several developmental and coordination activities. The Staff Assistant manages emails and phone calls dealing with programs, advising, and inquiries and assists with tasks as needed by the Associate Director of Student and Alumni Engagement, faculty, students, and visitors.
Manages scheduling of meetings, presentations, and events, coordinates arrangements and A/V for events and the preparation of related materials. The Staff Assistant also participates in events as a representative of the NMI with a goal toward building partnerships to grow programming and increase the opportunities for the NMI to engage students, alumni, industry partners, and faculty.
Program and Events: Management and Support
Collaborates with and tracks needs and tasks for several special programs, including the Energy Internship Program, Energy Week, Women in Energy, Clean Energy Prize, Climate Initiative launch activities, and others as developed. Communicates with stakeholder and develops and maintains task lists and timelines.
Maintains materials, funding applications, and notes for the Student Advisory Committee and related student communities and clubs at large.
Responsible for the development, updates, and maintenance of events tracking and calendaring for the NMI.
Oversees the scheduling of classrooms and meeting rooms and develops and supports A/V systems and processes, as well as other logistics related to planning events and sessions.
Acts as a resource for a wide variety of stakeholders, including students, alumni, employers, industry partners, and faculty regarding programs, projects, employer triage, and advising.
Coordinates and assists with events and other related programs; develops and organizes new program concepts, including identifying and assembling necessary materials and resources to supplement, expand or replace existing program components.
Coordinates student field trips and offsite co-curricular programs. Responsible for arranging the logistics for field trips and assisting with experiential learning programs including enrollment and coordinating planning meetings, communicating with stakeholders, assistance with arranging speakers and site visits, arrange hotels (as needed), transportation, meetings, and catered events. Attends and supports field trips as developed, in coordination with the Associate Director for Student and Alumni Engagement
Works toward building Duke and industry partnerships to enhance and grow programming and increase the opportunities for the NMI to engage effectively with students, alumni, and faculty through high quality, interdisciplinary learning experiences.
Collaborate with the Communications and Education teams on program promotions (web, email, poster, slide decks, etc.) to effectively communicate with students, interested faculty and staff, and the general public regarding events, meetings, courses, and updates.
Data and Assessment
Collects data as needed for the Associate Director of Student and Alumni Engagement, program directors, and staff. Maintains communication and coordinates administrative activities.
Maintains and updates stakeholder databases, using AirTable, Box, and Excel. Develops new spreadsheets and systems as needed.
Communicates with program directors and staff to complete routine tasks such as enrollment tracking and student statistics for programs. Develops and maintains participation and attrition analytics with which to measure the performance and outcomes of the engagement team’s programs.
Develops assessment tools and surveys to measure value, participation, and satisfaction with programs and projects. Communicates with students and other community stakeholders to gather data through surveys, and to disseminate important information.
Assists the Associate Director of Student and Alumni Engagement with budget preparations and tracking for programs as needed. Proficiency with basic budgeting and financial processes is preferred.
Research and Tracking
Uses multiple research methods to collect and maintain accurate data regarding alumni, industry, and students and prepares proposals to improve, refine and expand programming and communications with stakeholders.
Creates, researches, and maintains industry focused resource lists for students and alumni communities.
Tracks programmatic outcomes and prepares reports, as well as written documents and visual materials to demonstrate value.
Assists in overseeing and managing area student assistants/interns work and time.
- 3 years’ experience in higher education administration
- At least 3 years’ experience in data base administration
- Experience in customer service or customer relations
- Experience in organizing and coordinating events and related programs
- Skills evaluating program performance, summarizing findings, communicating results, and forming action plans
- Skills using logic and reasoning to identify the strengths and weaknesses of alternative solutions to problems.
- Proficient with using fundamental computer programs such as Microsoft Excel, Word, PowerPoint, and Outlook.
- Experience with database and project management tools, as well as creative software for editing and design is preferred.
Work requires analytical, communications and organizational skills generally acquired through two years of post-secondary education in secretarial science or a related business field.
Experience - Minimum
Work requires four years of experience in program administration or involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.
Experience - Preferred
Work generally requires at least four years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities, in addition to at least two years of experience in program administration or involving academic, instructional, or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
External link: https://careers.duke.edu/job-invite/206668/
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University 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.