Staff Assistant, Duke Institute for Brain Sciences

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. 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 donors— ensuring 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.

What You’ll Do

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, décor, 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.

Choose Duke.