Candidates should also apply to Requisition # 401549724 at https://hr.duke.edu/careers/apply.
The primary responsibility of the staff assistant position is to provide instructional and administrative support to multiple tenured and tenure-track faculty in their research, teaching and publication activities.
The work schedule for this position is 40 hours/week; 52 weeks.
Instructional support (55%)
- 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
- Place orders for textbooks
- Conduct course evaluations
- Post course assignments and materials to Sakai or the appropriate website
- Obtain copyright permissions for materials used in coursepacks
- Conduct basic research
- 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
Administrative and Financial Support (35%)
- Arrange and schedule appointments and meetings
- Prepare necessary documents for meetings
- Make arrangements for guest speakers, i.e. travel reservations, hotel accommodations, meals, etc.
- Manage faculty funding sources by ensuring that charges are applied appropriately
- Reconcile grants
- 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
- Prepare camera-ready documents following publisher’s guidelines
- Create indices and tables 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.
Work requires a broad knowledge of office and administrative processes normally acquired through two or more years of post-secondary education in a business or administrative field.
BA/BS (or exceptional work experience in a legal and/or academic environment for two years) or equivalent. Ability to deal with a variety of constituents and to prioritize work for multiple professors. Requires manual dexterity to operate machines and handle documents. Requires visual acuity to type and read. Also requires mobility to be able to go to the location of various equipment and the offices of professors and administrators, as well as meeting sites.
Knowledge, Skills and Abilities
- Excellent knowledge of Microsoft Office 2016
- Type 50 wpm
- Ability to learn new programs quickly
- Excellent communication, both oral and written
- Proofreading skills
- Organizational 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
- Comfortable using Windows and Mac environments
- WordPerfect, Westlaw, Lexis, Adobe Pro, Outlook skills desirable
Job Type: Full-time
- Administrative: 2 years (Required)