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at Duke University Hospital

Posted: 9/28/2019
Job Reference #: 1361738

Job Description

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Duke Entity

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Job Description
Staff Assistant Department of Psychology & Neuroscience Undergraduate Research and Education Level 8

Position Summary:

The Staff Assistant for Undergraduate Research and Education in the Department of Psychology & Neuroscience is a multi-function position. The incumbent will assist with components of undergraduate research in the Department and provide general academic administration support for Psychology and Neuroscience majors. S/he will function primarily as a team member within the staff for undergraduate education, applying knowledge andskills to resolve complex non- routine administrative problems independently and with others. For tasks related to undergraduate research, the incumbent will report to the Committee Chair for Undergraduate Research & Travel Awards; for tasks related to education support, s/he will report to the Undergraduate Program Coordinators in each major (Psychology and Neuroscience). All supervisors will work together to derive performance evaluation ratings.

Work Performed:

1. Undergraduate Research Support (50%):
  • Help undergraduates with all issues related to research and travel awards.
  • Handle correspondence received by email account for Undergraduate Research & Travel Grants.
  • Facilitate all aspects of the application process for Undergraduate Research & Travel Grants, including, preparing/distributing calls for application; fielding questions, accepting and ensuring the completeness of applications; forwarding materials to the Committee for decisions; and notifying applicants of decisions, as directed.
  • Communicate with awardees, via face-to-face meetings, about all policies and requirements relating to their awards.
  • For travel grant awardees, handle all processes around the generation/procurement of signed travel waivers.
  • Communicate with awardees around issues of reimbursement, and process receipts for their eligible expenses. Communicate as needed with other Duke staff to ensure that the same expenses are not being paid by more than one funding body.
  • Follow established practices for tracking each award application through the entire process.
  • Follow established practices for storing documents relevant to the Undergraduate Research & Travel Grants. Forward relevant documents to the Coordinator for Events and Communications.
  • Distribute/publicize information about local conferences to undergraduates in Psychology and Neuroscience, communicate with students about the associated policies and requirements, generate/procure signed travel waivers as necessary, and handle the reimbursement of expenses.
  • Update portions of website relating to the Undergraduate Research & Travel Grants, including testimonials and other materials.
  • Work with Departmental faculty to ensure up-to-date information about research opportunities in MUSER, on DukeList, and in other relevant listings.
  • Assist with processing Departmental awards for undergraduate achievement in research (e.g., Zener Award)
2. General Academic Administration (30%):
  • Provide staff support for the Undergraduate Studies teams in the Psychology and Neuroscience programs including general clerical support, telephone coverage, triage of emailsand requests about the programs, and assistance with calendaring, scheduling, and arranging meetings.
  • Compile and summarize data and assist in preparing regular and special reports.
  • Provide assistance managing data obtained via course evaluations in Duke’s Tableau software; pull reports, assist in curriculum reporting, and attend Tableau workshops to maintain proficiency with software.
  • Assist with the coordination of student groups and organizations, related publications, outreach efforts, and web material.
  • Assist with the management of alumni databases for Psychology majors, as directed.
  • Initiate and organize the collection of syllabi for courses in both majors each term.
  • Schedule room reservations and usage of space for programs, events and education-related committee meetings, working with IT staff to ensure that technology needs are met.
  • Assist with processing applications/provide permission numbers to students enrolling in research practica, independent study and honors thesis courses in Psychology.
  • Collect final papers at the end of each term from students completing practica and/or independent study courses in Psychology.
3. Assist with Faculty Advisor Assignment for the Neuroscience major (10%):
  • Support and maintain structures for tracking academic advisement.
  • Send welcome email with details about choosing academic advisor to newly declared students.
  • Assign major advisors via DukeHub, being mindful of advisors’ load capacity and attempting a good fit between students’ long-range plans and faculty expertise.
  • Stay abreast of advisors’ scheduled sabbaticals or academic leaves; temporarily assign students to other advisors.
4. Event Assistance (10%):
  • Provide support for all student-related events, including, graduation, the Majors’ Fair, resource fairs, Blue Devil Days, workshops, information sessions, socials, visiting speakers, Campus visits/tours, open houses, recruiting events, and other related activities, as directed.
  • Attend and participate in program events and activities as needed, including events related to graduation (i.e., Commencement, diploma ceremonies for Psychology and Neuroscience majors). Some programs take place during the evening or on weekends.
  • Assist in investigation of appropriate vendors, soliciting price quotes and negotiating costs of services; place catering orders for events and arrange for deliveryor pick-up.

Perform other related duties incidental to the work described above.

Education/Training/Experience Required: This position requires a broad knowledge of administrative duties, management and communications, analytical and organizational skills, and accounting principles and practices normally acquired through a higher- education degree (associate’s or bachelor’s degree) in a related field, 3-5 years of administrative work experience, or an equivalent combination of relevant education and experience. Skills: Applicant must possess the skills necessary to administer complex administrative functions related to office management, budgetary/accounting activities and principles, general personnel practices, and coordination of events and office activities. Applicant also should demonstrate exceptional attention to detail and proficiency with MS Office suite. Advanced knowledge of document management programs like Google docs. Knowledge of DukeHub, Duke Box, Qualtrics, Tableau, Pebblepad, and Duke’s accounting programs (R/3, SAP, etc.) a plus. The applicant must also possess: • Excellentcommunication skills, oral and written • Accountability and dependability • Ability to work well in teams and individually • Ability to work effectively with faculty and students • Initiative and program management skills • Knowledge of and experience with the Duke community strongly preferred


Requisition Number

Position Title


Job Family Level

Full Time / Part Time

Regular / Temporary

Department Name
Psychology and Neuroscience

Minimum Qualifications
Duke University is an Affirmative Action/Equal Opportunity Employercommitted to providing employment opportunity without regard to anindividual's age, color, disability, gender, gender expression, genderidentity, genetic information, national origin, race, religion, sex,sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation,creativity, and belonging. Our collective success depends on the robustexchange of ideas—an exchange that is best when the rich diversity ofour perspectives, backgrounds, and experiences flourishes. To achievethis exchange, it is essential that all members of the community feelsecure and welcome, that the contributions of all individuals arerespected, and that all voices are heard. All members of our communityhave a responsibility to uphold these values.
Essential Physical Job Functions:Certain jobs at Duke University and Duke University Health System mayinclude essential job functions that require specific physical and/ormental abilities. Additional information and provision for requests forreasonable accommodation will be provided by each hiring department.


Work requires a broad knowledge of clerical and accounting principlesand practices normally acquired through two years of post-secondaryeducation in secretarial science or a related business field.


Work generally requires three years of related secretarial/clericalexperience to acquire skills necessary to administer complex officefunctions related to office management, communications, andbudgetary/accounting activities. OR and equivalent combination ofeducation and relevant experience.