Requisition Number 400813189 All applicants to apply through Duke HR and submit cover letter and resume. For questions contact Tiffany Yarborough ([email protected]). Staff Assistant to the Chair Department of Economics Job Title: Staff Assistant Job Code: 476 FLSA: Non-exempt Job Level: 9 Revised Date: 02/26/2014 Job Family: JF 06 ________________________________________ Occupational Summary: Perform administrative duties of a complex and confidential nature in the Department of Economics. Primary duties include high level and professional administrative support of the Chair, Associate Chair (as needed), and general departmental administration. Position also supports Professor Curtis Taylor provides support as assigned to projects within the department. This position reports to the Administrative Assistant and the Chair of the Department of Economics. Work Performed: Administrative Support of the Chair and Department (50%): Communicate effectively with faculty, students, staff and others in person, over the telephone, and by correspondence, including e-mail. Offer assistance and information by answering questions and providing follow-up in a timely manner. Represent University and Department to outside groups, particularly potential faculty hires, with professionalism, accuracy, and friendliness. Create documents ensuring completeness, grammatical accuracy, conformance with established procedures and factual correctness. Provide similar assistance to the Associate Chair on projects as requested. Manage the Chair’s calendar, scheduling events and appointments as requested by the Chair. Distribute electronic and hard copy communications related to scheduled faculty meetings and executive committee meetings. Arrange for food, coordinate staff needed to setup room and food, and, when needed, AV equipment. Plan and schedule work priorities in accordance with departmental faculty meeting schedule, Chair’s assigned tasks, and departmental recruiting goals and objectives and deadlines. Provide administrative support for projects as assigned by the Administrative Assistant, Administrative Manager, Chair and Associate Chair. For example, process expense reports for for Chair and oneself, act as point person for outside requests for statistics and information from such organizations as AEA (semi-annual salary surveys) at the direction of the Chair. Maintain listservs of faculty and staff email groups, including moderating messages and updating members as needed. Maintain schedule for visitor office use and distribute and collect visitor office keys. Attend Economics Department administrative staff meetings regularly. Recruiting & Appointments/Promotions ~ 30% overall effort (Primarily October to March; approx. 30 hrs. /week from Oct. 1 to Nov. 15, & January 1 to Feb. 15, then 20 hrs. /week through mid-March) At the Chair’s direction, execute junior & senior recruiting logistics to include these steps (and others as needed): • Post ads for open positions in JOE in September, • Manage online application systems, • Register/reserve Chair’s hotel suite as soon as for January AEA meeting &interviews at AEA meeting. • Handle logistics of interviews at AEA meetings and campus visits for selected recruits including hotel reservations and daily interview schedules. • Process reimbursement requests for all recruiting candidates. At the Chair’s direction, coordinate and execute administrative logistics required for making faculty appointments and promotions to include such steps as: • Develop and implement appropriate tracking and reporting of information required for dossiers, ensuring proper and adequate documentation for each University procedure according to guidelines of Provost office and A&S Dean of the Faculty office. • Manage secure storage and destruction of confidential dossier materials. Maintain security and confidentiality of communications with external and internal faculty at all times. Distribute confidential documents only to appropriate faculty (to groups such as faculty recruiting committee members, faculty members, and APT Committee). • Process joint and secondary appointment paperwork in cooperation with Deans and other departments and schools. Project support (15%) • Workshop support for one weekly workshop (for example, Applied Micro)—to include hotel and food reservations for scheduled seminars and assist with related administrative matters. • Manage ERID Working Papers Series by updating working papers with ERID cover page as needed, uploading to SSRN or other location, and updating department website and REPeC listings accordingly. • Add, modify, and delete entries in the Faculty Database System (FDS)/Scholars@Duke to maintain accurate website directory information on staff and faculty. Email grad students annually about entering/updating their FDS content. • Assist incoming faculty and any department members relocating offices with furnishings; act as liaison with A&S Facilities on office setups. • Provide assistance in monitoring the funding of Faculty Research and Startup accounts per direction of Admin. Manager. Support for Professor Curtis Taylor ~ 5% • Provide general assistance with administrative tasks such as: calendar, sorting mail, proofreading referee reports (converting to and from Word/PDF as necessary), preparing recommendation materials for colleagues, organizing and processing expense reports for reimbursements and corporate card transactions, and supply ordering. • Assist with coordination of weekly Microeconomic Theory Workshop & Micro Theory Lunch Group to include creating an “internal” schedule for use by the coordinators, and distributing weekly announcements to a large e-mail distribution list, and posting to Econ website. Assist graduate student helpers with AV set-up and schedule hotel reservations for the speakers as needed. • Other duties as requested ________________________________________ The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified. ________________________________________ Education Requirements 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 Requirements Work generally requires 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. A bachelors degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Posted on: Tue, 04 Mar 2014 21:40:07 +0000
Trending Topics
Recently Viewed Topics
© 2015