STAFF ASST at Duke University

Posted in Other 11 days ago.

Location: Durham, North Carolina

Job Description:

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

The PhD program assistant will provide a high level of professional administrative and project support, reporting to the Graduate Studies Program Coordinator (currently being recruited) and the Director of Graduate Studies (DGS). Works within the framework of the EcoTeach mission to support graduate and undergraduate education in economics at Duke University.

Work Performed

General Administration and Student Services (30%)

* Serve as primary point of contact for all current and prospective PhD students and alumni

* Track PhD student academic progress; conduct all degree audits.

* Assist students with registration.

* Organize PhD milestone exercises and collect associated documents: qualifying exams, MA

en-route, field exams, field papers, prospectus/preliminary defense, preliminary job market papers, dissertation /final defense.

* Maintain student information databases in regard to all aspects of the PhD program and assist Graduate Studies Program Coordinator with preparation of internal and external reports.

* Maintain PhD program web site, PhD student listserv and databases (including yearly deadline updates).

* Assist Graduate Studies Program Coordinator with preparation of marketing materials and implementation of marketing plan for PhD program.

* Administration of PhD course evaluation process, including organization, distribution, collection and data analysis for instructors and TAs in both half and full semester courses.

* Support PhD Core Course Faculty with course permission numbers along with Sakai course page for First Year Intro to Research.

Student Funding Administration (5%)

* Generate offer and re-appointment letters for PhD students and collect signed letters prior to the start of each semester, working with Graduate Studies Program Coordinator and Faculty Directors to place students in appropriate work assignments.

* Assist Graduate Studies Program Coordinator by entering PhD funding information into the Grad School Web Application.

* Disseminate information and collect application materials for outside funding and Graduate School fellowships.

Payroll Administration (25%)

* Initiate payroll iForms for all graduate students in Teaching Assistant, Graduate Assistant, Research Assistant, grader, and other positions. In addition to setting up payments for semester-long duties, process monthly payroll requests for ad-hoc graduate student work (such as tutoring, extra grading assignments, etc.).

* Process fellowship payments on non-compensatory payroll for all graduate students who receive various department fellowships, Duke fellowships, and external fellowships.

* As needed, update PhD and MA student jobs budget spreadsheet to reflect changes to student funding.

PhD Candidate Job Placement Support (20%)

* Implement PhD job market processes as directed by Program Coordinator (e.g. collecting and uploading recommendation letters, arranging mock interviews, etc.)

* Maintain PhD job market website with current documents and information.

* Track job market interviews, fly-outs, and offers.

Admissions Support (15%)

* Respond to all general admissions questions related to the PhD program in a timely manner

* Prepare admission spreadsheet; provide requested admission information to Program Coordinator and Director of Admission; enter all admission decisions; generate and collect admission and funding offer letters.

*Make all arrangements in conjunction with Program Coordinator for PhD visit days in spring.

* Help plan and implement orientation activities for the new PhD students.

* Plan prospective PhD student visits.

Other (5%)

* Coordinate with Economics Graduate Student Council member s to plan all social events.

* Assist in all aspects of the organization and running of yearly graduation ceremony.

* Provide administrative support to Graduate Program Coordinator, Senior Program Coordinator, and Director of Graduate Studies, as needed. Perform other related duties incidental to the work described herein.

Preferred Skills

* Familiarity with Duke Payroll, Duke Accounts Payable, and database management (i.e. File maker Pro), DukeHub, Perceptive Content

* Proficiency with common software programs such as Microsoft Office suite, Filemaker Pro database, Adobe programs, Zoom meetings, Qualtrics surveys

* Ability to prioritize work assignments

* Capable of making decisions and exercising good judgment

* Excellent communication across multiple platforms

* Quick learner

* Exceptional organizational skills

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 const rued 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.

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 four years of related secretarial/clerical OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

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.

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