The Duke University Stores department consists of 32 varied book, computer, retail, athletic concessions, office services, vending and licensing operations, all owned and operated by and serving the Duke University community.
The Mission of Duke University Stores is to be an integral component of the educational, research and patient care functions of the University by providing books, educational resources, retail and convenience products, and service contributions to enhance the quality of life in our community. We are committed to sound management of University resources, providing a fair return on investment, disseminating and protecting the Duke brand, and offering quality products and services at competitive prices in a professional and customer-driven manner.
Opening for a full time Staff Assistant to Duke’s Director of Trademark Licensing and Stores Operations. Staff Assistant will serve as the major support person to the Director, will perform administrative support duties of a complex and confidential nature, and will play a key role in providing organizational, administrative and operational direction for the overall activities of Duke Stores’ Administrative Office.
Perform administrative and support duties with wide latitude for exercising discretion and judgment. Interview callers, answer questions and make proper referrals as appropriate. Prepare communications, a portion or all of which may be composed or compiled on the basis of personal knowledge of the subject matter. As requested, or in accordance with precedent, direct communications to staff members or others for their information and/or action. Determine which correspondence to respond to personally and which to bring to the Director’s or other’s attention based on content of communication and broad knowledge of Stores’ programs, activities and practices.
Coordinate the director’s calendar, schedule meetings, appointments and other activities while ensuring prioritization of the Director’s time. Make meeting arrangements; prepare briefing materials, draft agendas, task calendars, and related deliverables for meetings of the Director. Triage a high volume of email and other correspondence, projects, deadlines, etc.
Attend meetings to provide information and serve as a resource person. Attend events on Duke Stores’ behalf. As requested, serve as liaison with Duke faculty, staff, students, alumni, administrative personnel, legal and trademark attorneys, outside attorneys, companies, organizations, etc. Assist with and coordinate various Duke Stores’ events. Manage special projects.
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, financial and otherwise; prepare complex reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data, ensuring that all reports are completed accurately and delivered on time.
Compose letters and statements independently requiring interpretation and application of Duke Stores’ policies, directives, procedures, and practices and communicate information to appropriate personnel. Ensure all correspondence, written materials, and emails are prepared in a timely and accurate manner for review and distribution to meet all deadlines.
Assist in writing, proofing and editing various Duke Stores’ publications, contracts, reports and communications, ensuring accuracy and appropriateness.
Plan and manage special events for Duke Stores such as luncheons, award ceremonies, retirement parties, etc.
Advise and direct clerical or other personnel within Duke Stores Administrative Office; make work assignments and review work for accuracy and completeness.
Recommend various personnel actions including hiring, performance appraisals, promotions, transfers and vacation schedules. Perform other related duties incidental to the work described herein.
Required Qualifications at this Level
Work requires very strong writing, comprehension, editing, and proofing skills as well as a broad knowledge of administrative, organizational and financial management normally acquired through two - four years of related post-secondary education.
A minimum of five years of proven and successful experience in the handling of various functions related to administrative organization, communications, financial and business management, in a high-volume environment.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Additional Salary Information: Salary is negotiable for the right candidate