STAFF SPECIALIST, CTR FOR CHILD & FAMILY POLICY

Duke University and Duke University Health System – Durham, NC

Mission The mission of the Center for Child and Family Policy (CCFP) is to pursue science-based solutions to important problems affecting todays children and families. The Center emphasizes the bridge from basic research to policy and practice through an integrated system of research, teaching, service and policy engagement. This is a 30 hrs./per week position.

Occupational Summary

Perform administrative duties of a complex and confidential nature in support of major departmental or divisional activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations. This position will also provide financial and administrative support to several research grants housed at the Mill Building.

Financial
Serve as Departmental Travel Reimbursement and Corporate Card Representative for Center which includes monitoring transactions and workflow to ensure items are processed in timely manner. Function as liaison between Center and Employee Travel and Reimbursement.
Process payments to experimental subjects and consultants. Problem solve when challenging situations arise.
Distribute cash used to pay experimental subjects participating in various research projects. Reconcile the short- term cash funds on a regular basis and submit receipts to the Cashiers office as needed to replenish funds.
Make purchases in Buy@Duke. Request Purchase Order numbers when necessary.
Manage paperwork required to set up Independent Contractors to work on various projects. Check completed paperwork for accuracy, requested waiver of insurance requirement, enter information in Buy@Duke to request a Purchase Order Number. Once PO # is established, share with Independent Contractor, administrative team, and the appropriate research team, and prepare invoice template if needed.
Clear corporate card purchases in Duke@Work for Center employees. This may include tracking down missing receipts.
Create Accounts Payable Check Requests.
Print monthly financial statements, match receipts, follow up on missing receipts

Administrative
Proofread reports, grant applications, miscellaneous forms, etc.
Assist project directors and research staff with administrative issues.
Schedule and coordinate arrangements for meetings, conferences, visiting lecturers, etc., including reserving conference room, scheduling web ex calls, ordering food, setting up the projector, etc.
Assist with Center-wide special events as needed (conferences, workshops, etc.)
Assist with special projects related to sponsored projects.
Organize and maintain project records, reports, and correspondence.

Bay C Suite Management
Serve as backup receptionist when Staff Assistant/Receptionist is unavailable (distribute mail, faxes, visitor parking permits, send FedEx packages, troubleshoot machines, monitor and order office supplies used for all projects, maintain key log).
Orient new employees and give them a tour ofthe suite and building

In addition, the successful candidate will possess the following qualities/attributes: This position requires the ability to reach out to and communicate clearly and professionally with a range of Center stakeholders including, but not limited to, faculty, staff, policymakers, and citizens. The successful candidate will be resourceful, able to juggle multiple tasks at once, take initiative and be proactive. He/she must possess the ability to work independently, as well as in teams. Experience with Microsoft Office, proofreading, and event planning are required. Perform other related duties incidental to the work described herein.
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 ideasan 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.

Education

Work requires knowledge of basic mathematical, research andcommunications principles normally acquired through two years ofpostsecondary education.

Experience

Work generally requires three years of clerical or research experienceto acquire skills in administrative or project researchresponsibilities as well as accepted office organization,communications and research practices.A bachelor s degree in a field of study directly related to thespecific position may be substituted for the education and two yearsof the experience requirement.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

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