Academic Assistant, Fuqua School of Business

Duke Clinical Research Institute; Durham (NC); On-site; USD 21,000 - 29,000; Full time

Job summary

Duke University is seeking an Academic/Administrative Assistant to support Fuqua faculty with instructional and research activities in a fast-paced, collaborative environment in Durham, NC. The role involves preparing course materials, coordinating travel, managing meetings, and preserving confidential information.

Ideal candidates will have two years of post-secondary education, an undergraduate degree preferred, and strong skills in Microsoft Office, attention to detail, and effective

Qualifications

• Knowledge of clerical and accounting principles.
• Two years of post-secondary education; undergraduate degree preferred.
• Three years of related secretarial/clerical experience.
• Proficiency with Microsoft Office, Adobe Acrobat, internet research, and database management.
• Excellent interpersonal skills and proficiency in business communication, both written and oral.
• Excellent organizational skills and impeccable attention to detail and follow-through.
• Ability to multi-task and prioritize activities according to importance and urgency.
• Professional service skills to support faculty, students and colleagues.
• High level writing and editing skills.
• Enthusiasm, friendliness, resourcefulness and proactive attitude.

Responsibilities

• Assist with instructional materials such as Canvas updates, PowerPoint slides, and grade-related documents.
• Prepare information for faculty: student rosters, resumes, seating charts, and guest speaker arrangements.
• Coordinate with Fuqua Multimedia for class recordings and guest lectures.
• Assist with grading processes and updating complex grading spreadsheets; enter final grades in Duke Hub.
• Arrange travel, accommodations, and registrations for faculty travel and conferences.
• Submit online journal manuscripts and organize PhD recruitment materials.
• Manage subscriptions, mail, and office supplies; maintain office files and Buy@Duke processes.
• Maintain confidentiality of student exams/assignments and letters of recommendation.

Skills

Microsoft Office

Adobe Acrobat

Internet research

Database management

Interpersonal skills

Written and verbal communication

Attention to detail

Multi-tasking

Proactive attitude

Organizational skills

Education

Two-year post-secondary education

Undergraduate degree preferred

Tools

SAP

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.

Be You.

This position provides administrative and instructional support of a complex and confidential nature for a group of faculty members with their teaching and research activities. Fuqua faculty members travel frequently for global programs, conduct research, host research seminars, and train and mentor PhD students. The Academic Assistant should be comfortable working both independently and as an integral part of a team in a fast-paced environment. This position reports to the Administrative Coordinator, Faculty Support & Accounting.

Be Bold.

Duties Performed

Instructional Support

• Monitor and verify accuracy of faculty course websites on Canvas platform; post announcements and upload materials/assignments for students.
• Edit and update PowerPoint slides for class handouts and ensure that they are copied and ready to distribute on time.
• Prepare information for faculty on students in their classes: print student resumes, create team rosters with student photos, generate seating charts.
• Coordinate with Fuqua Multimedia on recording of class sessions.
• Scan class assignments and exams to be returned to students electronically.
• Respond to student questions/email, redirecting to faculty if necessary.
• Assist with exam process, including proctoring exams, administering early or late exams.
• Assist with grading: verify grading accuracy and handle submitting grades for multiple faculty members. Updating complex grading spreadsheets (Excel) for faculty members multiple times a semester. Entering final course grades in Duke Hub.
• Download and print assignments and exams from both Canvas and EMBA course platforms.
• Plan (flight, accommodations, parking, etc.) for class guest speakers.
• Use 25Live to arrange for space for student review sessions and student graders.
• Manage student assistant help with sorting assignments.

Research/General Support

• Proofread a wide variety of documents for multiple faculty members including, papers, course syllabi, course materials, book chapters, letters, etc. Check for grammatical accuracy and completeness. Attention to detail is critical.
• Type papers; create tables/charts; check citations for format consistency with various journal formatting requirements.
• Submit online journal manuscripts on behalf of faculty.
• Locate and download online journal articles and/or news media articles.
• Serve as liaison for outside constituents and Duke related contacts for professors. Meet and direct visitors.
• Make flight/hotel/car rental reservations for faculty when they travel.
• Use Duke ZOOM to arrange audio and video conference meetings.
• Register faculty for professional conferences.
• For PhD recruiting: organize applicant files, set up visit dates and make appointments, travel arrangements, process reimbursements.
• Assist PhD students with preparation of recommendation letters for job search; uploading letters to multiple school websites on behalf of faculty.
• Renew subscriptions, association memberships. Pick up faculty mail; maintain office files and order office supplies using Buy@Duke online system. Reserve space for ad hoc faculty meetings.
• Ensure confidentiality of student exams/assignments; and letters of recommendation.
• Approve timecards for students (MBA & PhD) working for assigned faculty.
• Technology - keep up to date on printer functions. Assist faculty with printer/copier problems.

Visitor/Event Planning

• Coordinate arrangements for area seminar series including contact with speakers to plan travel and hotel arrangements; securing speaker's research paper for distribution to all area faculty. Entering seminar information into online seminar system. Arranging appointments for speakers with Fuqua faculty and PhD students.
• Coordinate logistics for faculty recruiting: organize and maintain specific applicant files. Download applicant materials from Academic Jobs online system. Contact applicants to set up visit dates and make appointments; make travel arrangements, process reimbursements.
• Schedule and coordinate arrangements for other faculty hosted conferences/events. Oversee and coordinate meeting room reservations, audio visual, and equipment requests. Select menu and make hotel arrangements; serve as liaison to hotel, car service, caterers, guests and speakers.

Accounting/Budgetary

• Reconciliation of expenses and reimbursement (online) for out of pocket expenses for faculty, seminar speakers, visiting professors, faculty candidates, PhD candidates and conference participants.
• Ensure that seminar and conference expenses stay within budget.
• Use SAP data to provide reports on expenses (seminar, conference, recruiting, FABS, experimental subjects) as requested.
• Attend and participate in staff meetings and technology training sessions offered by Fuqua Tech Support, Duke IT, and Duke Financial Services.

Qualifications

• 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. Undergraduate degree strongly preferred.
• 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.
• Comfort working in a highly computerized environment including proficiency with Microsoft Office suite, Adobe Acrobat, internet research and database management.
• Working knowledge of SAP
• Excellent interpersonal skills and proficiency in business communication, both written and oral to effectively represent Fuqua faculty.
• Excellent organizational skills and impeccable attention to detail and follow-through.
• Ability to multi-task and prioritize activities according to importance and urgency, requiring flexibility to adapt to changes driven by faculty or student needs.
• Professional service skills to support faculty, students and colleagues.
• High level writing and editing skills.
• Enthusiasm, friendliness, resourcefulness and ability to be proactive.

Choose Duke.

Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $20.60 to USD $28.65. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

Equal Opportunity Employer: Duke is an 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 (including pregnancy and pregnancy-related conditions), sexual orientation, or military 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 essential job functions that require specific physical and/or mental abilities. Additional information and reasonable accommodation(s) can be requested with Duke Access and Accommodations Services (email: [e-mail]; phone: [phone]).