Staff Assistant, School of Law

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.

DUKE LAW SCHOOL

Staff Assistant

(Level 9)

The primary responsibility of the staff assistant position is to provide instructional and administrative support to a group of Law School faculty in their research, teaching and publication activities. This position will also provide administrative support to assigned Centers and/or Programs. This position has direct reporting to the Manager of Academic Services.

Work Schedule

Regular, full-time 40-hour/52 week position.

Work Performed

Center/Program Support (30%)

• Assist assigned Centers and Programs in providing administrative support to Directors and fellows.
• Manage and update websites, listservs and other online resources relating to the Centers and Programs.
• Liaise with other programs, offices and departments at Duke to coordinate Center and Program activities and to accomplish objectives.
• Publicize events using appropriate advertising methods such as posters, emails, social media.
• Oversee the operating budget for assigned Centers and Programs, verifying and reconciling expenditures of budgeted funds.
• Review, approve, and process all expenses, reimbursements, and payments for events, including securing bids, analyzing, and comparing costs for services as needed.
• Prepare justification for special funding needs.
  
  

Instructional and Administrative Support (60%)

• Download, edit and format course materials
• Scan course materials to create electronic documents
• Proofread scanned documents for accuracy
• Ensure that course materials are prepared and distributed on time
• Proctor exams and input grades
• Maintain confidentiality of student records and information
• Conduct course evaluations
• Post course assignments and materials to Sakai or the appropriate website
• Obtain copyright permissions for materials used in coursepacks
• Provide class rosters and other materials to ensure that students and instructors have everything needed for a successful class
• Prepare PowerPoint slides, charts and graphs to be used for students and in the classroom
• Ensure financial documents are processed for reimbursements accurately and timely
• Maintain accurate and current time-tracking records
• Participate in staff meetings and training sessions
  
  

Research Support (10%)

• Conduct research using the Law library, Westlaw, Lexis and Internet resources
• Format and edit articles and manuscripts
• Obtain copyright approval
• Communicate with publishers and distributors
• Prepare camera-ready documents following publisher’s guideline
• Create indices and table of cases
• Cite check and use appropriate citation format
• Proofread galleys and page proofs to ensure accuracy
• Manage and organize electronic files and databases
  
  

The above description of responsibilities is not an exhaustive list but is representative of the duties of the position. There may be other duties as assigned by the supervisor.

Education/Training

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

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.

Knowledge, Skills And Abilities

• Excellent knowledge of Microsoft Office 2019
• Ability to learn new programs quickly
• Excellent communication, both oral and written
• Proofreading skills
• Organization skills
• Capable of making decisions and exercising good judgment
• Ability to work under deadline pressure
• Ability to deal with a variety of constituents efficiently
• Ability to prioritize work assignments for multiple faculty
• Ability to be flexible when work assignments change on short notice
• Enjoys and can effectively multitask
• Ability to perform errands outside the Law School
• Westlaw, Lexis, Adobe Pro, Outlook skills desirable
  
  

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 administrative support or a related business field.

Experience

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 or an 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.