Staff Assistant, Cultural Anthropology

Employer
Duke University
Location
Durham, North Carolina
Closing date
Dec 10, 2022

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Position Type
Other
Discipline
Cultural Anthropology
Hours
Full Time
Organization Type
Academic
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.
  • Administrative Responsibilities for Department DGS

  • Coordinate the graduate student recruitment process for the Department of Cultural Anthropology; including providing information to prospective students and responding to prospective student inquiries

  • Assist the DGS in the Department of Cultural Anthropology by initially organizing and providing application materials to the admissions committee; prepare reports summarizing student information and committee decisions

  • Organize application materials for each candidate; provide materials among committee members; prepare reports summarizing candidate information and committee decisions, maintain and archive files according to University policies

  • Organize prospective student visits; plan events for recruitment in consultation with the DGS; schedule interviews for each prospective student with admissions committee members

  • Reserve flights, process travel reimbursements; reserve venues for recruiting events, schedule catering for such events, prepare a budget report of events and expenses for Graduate School

  • Serve as first point of contact for graduate student inquiries; address student requests and concerns; resolve problems as appropriate and inform students of any updates or policy changes within the program. Submit health fee waiver requests for students in the research field.

  • Coordinate and schedule preliminary examinations and dissertation defenses; submit PhD defense announcements, prepare and submit term nomination forms for student defense committees, submit requests for remote participation of defense committee members, update committee member information for students as needed

  • Prepare recommendation, funding support, proof employment, funding, visa and reappointment letters and inter-institutional forms

  • Maintain student files; communicate with students, faculty advisors and assist with certifying degree candidacy; manage student plans of study and portfolios

  • Serve as resource for Friedl Building colleagues with regard to graduate student matters; attend training and information sessions to stay informed of policies and procedures; recommend policy and procedural changes to local business practices

  • Work with the DGS to submit an annual departmental assessment report

  • Update graduate student pages on departmental website

  • Work with DUSA and DGS regarding class enrollments, teaching requests and assignments

  • Work with Duke Visa Services regarding international student payroll submissions
  • Payroll Responsibilities

  • Process graduate student payroll actions in iForms; initiate hire forms, transfers, rate changes, supplemental payments, etc. as needed for approval by Friedl Building Administrative Manager; collect and submit supporting documentation such as I-9's, Biographical Data Sheets, state and federal tax forms, confidentiality forms.

  • Maintain accurate personnel information in departmental files and databases including iForms, Graduate School Web App, etc.

  • Process and submit compensatory and non-compensatory payments for the students

  • Work with other centers/institutes within the university to initiate assignments and payments for post-funded students

  • Serve as first point of contact for graduate student inquiries related to payroll; address requests and concerns; resolve problems as appropriate

  • Orientate new incoming DGS on practices and policies in the program
  • Financial and Budgetary Responsibilities

  • Maintain and reconcile graduate awards budgets; allocate funds for students; enter and update information in the graduate school web application; assist students in finding funding opportunities

  • Prepare and submit graduate student assignments for each semester within the academic year; compose funding letters to students; coordinate fellowship application process for graduate students to ensure that deadlines are met

  • Prepare and submit the annual student budget to the graduate school finance office and to the Trinity dean of finance, programs, submit reports via on-line systems to the Graduate School web application

  • Routinely inform and remind department chair and DGS of funding changes and best budget practices and work with department chair to implement actions to ensure success of the budget and the program
  • General Administrative Responsibilities

  • Exercise discretion and good judgment in all interactions with faculty, students, staff, and University officials

  • Oversee student office workers; assign tasks; ensure accuracy and completeness of work

  • Communicate with faculty, students, and administrators regularly; alert appropriate persons to problems and emergencies; triage inquiries

  • Attend training classes in regards to admissions, payroll and assessment updates.
  • Attend and transcribe the minutes at faculty meetings.

Minimum Qualifications

Education

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarialscience 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 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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