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Staff Assistant, Evolutionary Anthropology Dept.

Duke University
Durham, North Carolina
Closing date
Oct 22, 2022

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Position Type
Full Time
Organization Type
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.

Occupational Summary

Perform responsible administrative and secretarial duties of a complex and confidential nature in support of major departmental or divisional activities to relieve supervisors of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations.

Work Performed

Control and maintain departmental files of records, reports and correspondence required for reference and efficient operation of department; insure maintenance of up-to-date management and procedural manuals, directives and related records.

Chair's Assistant (10%)

Schedule and coordinate arrangements for special seminars and conferences and establish appointments, meetings and speaking engagements; respond to callers requesting information on department, faculty, or staff; answer questions concerning departmental or divisional activities and transmit instructions and/or information to-and-from faculty and staff members;

Assist with Chair's calendar to include scheduling meetings, arranging appointments, and sequencing meetings efficiently.

Assist the Chair in the daily operations of the department, acting on their behalf when appropriate, relieving chair of day-to-day duties when appropriate.

Attend faculty meetings, generate, and maintain minutes for posting in Sakai.

Organize and coordinate complex faculty review processes of the appointments, reappointments, promotions and tenure. Coordinate and include teacher course evaluations in the faculty dossiers for tenure or reappointment.

Prepare secondary and adjunct appointment letters.

Coordinate the visits of faculty job candidates, including identification of special cases, and appropriate coordination/integration their scheduling during interview visit; prepare and compile materials for circulating to committee members to be included in dossiers.

Serve as liaison between the Chair and inner-outer departmental faculty and staff, A&S Dean's Office, Provost Office and Office of Faculty Affairs, etc.

Coordinate departmental retreat and annual welcome party.

Assistant to Director of Graduate Studies (45%)

Provide administrative support to the Director of Graduate Studies (DGS). Coordinate all activities relating to graduate student administration for the Department. Serves as liaison between central academic offices and the department's graduate program. Oversee student administration from the admission process through graduation. Works directly with the Director of Graduate Studies coordinating the admissions process, allocating student resources, maintaining student records, preparing required reports and correspondence, and tracking student progress through the graduate program.

Control and maintain departmental files containing records, reports and correspondence that are required for reference and efficient operation of department; insure maintenance of up-to-date management and procedural manuals, directives and related records.

Prepare annual budget for the Graduate School for allocation of graduate awards. By Sept 1 of each year, initiate discussion with DGS about budget projections for the following year. Have budget completed and ready for submission before its due date.

Assist in the preparation of complex and diversified departmental budgets making recommendations and projections based on knowledge of program activities and departmental operations.

Compile data and statistics; prepare complex reports and proposals requiring the identification of sources.

Compose award letters to entering students, clarifying the terms of their awards and the differences between a TAship and a Fellowship. Determine which correspondence to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities.

Coordinate the admissions process, processing applications, producing a spreadsheet that summarizes all applicants: scores, grades, u/g degree, etc., for consideration by EvAnth graduate faculty.

Coordinate recruiting interviews for prospective new students and coordinate annual department recruitment weekend, which includes arranging flight, hotel and local transportation, DLC tours, faculty and graduate student interview schedule.

Respond to inquiries from prospective students interested in graduate studies in the Department of Evolutionary Anthropology and affiliated University programs such as Program in Ecology, etc.

Maintain graduate student records, including managing departmental computer database for student files and interfacing with Registrar's database.

Monitor the academic progress of students, advising students and Director of Graduate Studies about specific aspects of performance.

Serve as liaison between the Graduate School and students to ensure that the students meet all formal degree requirements of the University and Department.

Process payroll paperwork for graduate students and act as liaison between student and funding sources.

Oversee the processing of special awards and fellowships for both incoming and continuing students.

Correspond with prospective applicants seeking information on admission standards. Compile and maintain statistics relevant to the graduate programs.

Coordinate and prepare departmental newsletter to incoming students.

Process graduate students requests for conference travel, preliminary and dissertation committees, graduation announcements, reimbursement for travel to conferences and international travel research.

Payroll Clerk: (55%)

Assist with process necessary to hire, orient, evaluate and terminate all types of employees (i.e. biweekly, monthly, casual labor, graduate and undergraduate students, postdoctoral fellows, staff and faculty) in Duke@Work. Coordinate payroll, audit/review time and pay documents for accuracy and appropriateness. Receive, check, and distribute manual paychecks. Send email to biweekly staff to submit time cards and supervisors for approval every other week. Coordinate work-study verification for undergraduate hires. Update Administrative Manager on any potential problems/concerns on a regular basis.

Control and maintain departmental files of records, reports and correspondence required for reference and efficient operation of department connected to employment issues.

Schedule & conduct one-on-one departmental orientation sessions with new biweekly staff members (including undergraduate students) and graduate students. These sessions should be conducted within the first 48 hours of hire date to assure new employee are aware of Duke & departmental policies and procedures (ie, Duke orientation, benefits, key & building access, Duke card, timecard procedures, leave policies). Following sessions, orientation handouts should be forwarded to staff and students and a copy filed in their personnel folder.

Setup and coordinate application process for faculty and research staff recruitment in Academic Jobs Online system closing out jobs and submitting final reports to Office of Institutional Equity.

Coordinate and prepare new and renewal visa submissions for Foreign Nationals.

Update DFAC for faculty, regular rank and non-regular rank hires, secondary and adjunct appointments, including initiating new DFAC appointments.

Assistant to Director of Undergraduate Studies (DUS): (10%)

Coordinate yearly course offerings with instructors and enter into the Duke Registrar's Course Schedule Validator software (DSV). Coordinate classroom scheduling, review grades reports, issue permission numbers.

Assist with course evaluation process by facilitating department evaluation access & reports.

Maintain Undergraduate Bulletin and departmental handbook for majors.

Facilitate new instructor access to STORM each semester.

Provide support and training on procedures for grading.

Assist with administrative and logistical execution of Blue Devil Days, student orientation and other student recruiting events.

Plan and coordinate all events relating to Graduation ceremony and reception.

Attend training sessions to stay abreast of program priorities, university scheduling, academic policies/procedures, degree requirements and academic regulations of Trinity College, of the department, and of other programs throughout the University. Communicate University policies and procedures to department head and instructors

Minimum Qualifications


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.


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 of education 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.

Nearest Major Market: Durham

Nearest Secondary Market: Raleigh

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