STAFF SPECIALIST
Duke University
- Durham, NC
- Permanent
- Full-time
- Serve as the primary point of contact for guests and visitors to the Center for Sexual and Gender Diversity. Provide visitors and guests with tours of the Center. Direct issues and concerns to appropriate staff members. Answer phone calls and respond to general inquiry emails. Distribute mail and packages.
- Reconcile procurement card transactions for staff members. Maintain appropriate documentation on file. Reconcile monthly statements and track expenses. Maintain electronic documentation of all expenses. Initiate transactions (AP Check Requests, J/Vs, Purchase Orders, etc.) as appropriate and necessary in SAP. Provide monthly variance reports to the Director and other financial analysis as needed and requested. Take appropriate financial training classes as needed.
- Using existing policies and procedures, schedule room reservations, building access, and parking needs, not to conflict with other CSGD programming/facility use. Maintain calendar for CSGD (unit calendars in Outlook, DukeGroups, and DukeCalendar). Assist in scheduling CSGD meetings with partners and stakeholders. Coordinate electronic door access for programs, vendors, staff, and students.
- Assist with stewardship of CSGD's donors, ensuring that student workers are signing/sending thank-you cards, and tracking acknowledgments that need to be sent vs. what's been sent. Send donor gifts and keep track of gifts sent.
- Maintain an inventory of office supplies, housekeeping supplies, and equipment. Order additional supplies as necessary. Facilitate key office services, including copier, printer, building card access, parking permit, and deliveries.
- Arrange for the maintenance, cleaning, and general upkeep of the Center. Schedule set-up and take-down of chairs/tables for building areas to support programming, using student workers. Arrange for rental of necessary equipment and furniture for events.
- Assist with CSGD trainings, programs, events, and activities as assigned.
- Creates social media content to promote programming and CSGD offerings. Serves as backup to newsletter creation and distribution, and website editor.
- Assist with hiring, training, supervision, and evaluation of student employees, including the hiring paperwork and bi-weekly timekeeping.
- Knowledge of Duke operational systems (payroll, card access, facilities management, etc.) highly desirable.
- Knowledge of and interest in LGBTQIA+ people, history, and culture are important.
- Exceptional written, verbal, and interpersonal skills are essential.
- High-level organizational skills, attention to detail and discretion are required.
- Basic knowledge of Microsoft Office is necessary.