Staff Assistant, Duke Institute for Brain Sciences

Staff Assistant, Duke Institute for Brain Sciences

Work Arrangement: Hybrid (On-Site and Remote mix)

Location: Durham, NC, US, 27710 Personnel Area: 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. Be Bold. Choose Duke. Be You. At Duke University, we celebrate individuality, curiosity, and the power of diverse perspectives. The Duke Institute for Brain Sciences (DIBS) provides a vibrant hub for all who share the vision of making neuroscience greater than the sum of its parts by integrating schools, disciplines, analysis, and education to accelerate breakthroughs and benefit society. It is an exciting place to be! As a Staff Assistant supporting one of the seven university-wide, interdisciplinary institutes at Duke, you'll be a vital part of a mission-driven academic center dedicated to supporting our faculty, staff, students, visiting speakers, alumni, and donorsensuring seamless day-to-day operations to both DIBS and the Center for Cognitive Neurosciences. Be Bold. This position is ideal for someone who thrives in an academic environment, and brings professionalism, precision and creativity to business/office administration and event support. The Staff Assistant will provide comprehensive administrative, financial, and logistical support for DIBS. In this role, you will maintain smooth operations, provide program support, and ensure efforts are executed with accuracy and professionalism.

Administrative & Facilities/Office Management (Approx. 60%)

Facilities Management Manage usage of DIBS & CCN spaces (labs, offices, classrooms, meeting rooms) by Duke teaching faculty, DIBS supported centers, research groups, DIBS guests and ad hoc groups, as well as outside collaborators. Supervise and coordinate all facilities work requests, communicate to affected communities as required; provide high-level support on faculty requests; liaise with administrative personnel Maintain building access control processes Maintain the community room scheduling calendar, coordinate room set up needs and liaise with IT for audio-visual support. Coordinate event parking and manage research labs parking needs for DIBS & CCN controlled spaces. Office Management Provide comprehensive operations and administrative support to DIBS faculty and staff; Lead and advise on administrative problems. Manage office workflow systems, including digital organization, shared drives, and version-controlled documents Maintain and support DIBS & CCN postal mail and email (shipping, mailbox, mailing lists/listservs etc). Manage DIBS & CCN office, building and I/T supplies; track inventory adhering to institute budgets Serve as high-level liaison for DIBS & CCN -wide I/T and print support processes and issue management Track, monitor, and reconcile budgeted funds; Assist with annual budgeting and financial reporting; manage diverse financial transactions aligned with Duke policy Assist with onboarding, training, and office resource management. Serve as a welcoming point of contact for visitors and partners.

Programmatic Support & Event Management (Approx. 40%)

Provide administrative and event support for all DIBS-related events such as seminars, lectures, annual symposiums, annual meetings, facility tours, panels, workshops, conferences, receptions, and dinners. Assist DIBS program coordinator with vendor management, space management, services provided. Manage event logistics from planning through execution, including space reservations, travel, itineraries, briefing materials, invitations, and on-site support Handle logistics for guest speakers and visitors, including itineraries, parking, honoraria, catering, room reservations, vendor coordination, travel coordination Contract and manage vendors for catering, equipment rentals, dcor, and audiovisual services, including price negotiation Administer post-event actions and manage follow-up communications Manage expenses and ensure rules and regulations are followed.

What You'll Bring

Required Qualifications Education/Training 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 RELEVANT EDUCATION AND/OR EXPERIENCE Preferred Qualifications Excellent communication, organization, and interpersonal skills; possess self-initiative. Proficiency with Microsoft Office, Canva, Adobe, and instant messaging applications. Event and/or program administration skills. High customer-service orientation with a pleasant demeanor and ability to interact well with others. Possess the skills to develop positive working relationships with DIBS colleagues including within Duke, visitors to Duke, and travel-related contacts. Familiarity with SAP, Concur, Duke Procurement systems, Teams. Experience in development, higher education, and finance.

Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $19.80 to USD $30.63. 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: 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 ideasan 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: View email address on click.appcast.io; phone: View phone number on click.appcast.io).