The Library Development & Communications Assistant serves as the primary contact for space reservations and event logistical support in Perkins, Bostock, and Rubenstein Libraries. S/He will ensure that events held in or organized by the library are successful and well-arranged. In addition, s/he performs administrative duties of a complex and confidential nature for the President Emeritus of Duke. S/He represents the President Emeritus with a high level of professionalism in dealing with faculty, staff, students, donors, administration, and the public; and regularly exercises independent, sound judgment concerning appropriate action to respond to requests for information and/or assistance.

Responsibilities

Library Events Support (50%)

    • Manages room reservation requests for public meeting rooms in Perkins, Bostock, and Rubenstein Libraries. Displays excellent customer service in managing a high volume of requests from library users, campus departments, and library staff.
    • Administers complex room calendars for library meeting rooms and event spaces.
    • Works with event contacts to make sure they understand and comply with library policies, expectations, responsibilities, and any associated costs (if applicable).
    • Contributes to a positive library user experience by troubleshooting complaints and problems and alerting appropriate departments when emergencies arise.
    • Ensures that sets and resets of rooms for events that require reconfiguration are completed in a timely and accurate manner.
    • Ensures that information and policies about library spaces are up-to-date and clearly communicated on the library’s website, in meeting rooms, and other locations.
    • Assists the Libraries Development and Communications departments with conceptualizing, planning, staffing, and coordinating special events organized by the Libraries.
    • Serves as a liaison with the departments of Housekeeping, Facilities and Logistics, Trinity Technology Services, Parking and Transportation Services, and other campus units that intersect with or support public campus events.
    • Maintains metrics on library room use and periodically evaluate for areas of improvement. Makes recommendations for improvements based on figures.
    • Performs other duties as assigned.

Support for the President Emeritus (50%)

Administrative Support (25%)

        • Maintains calendar for the President Emeritus; coordinates and schedules meetings, classes, appointments, etc.; prepares related materials as needed; ensures AV set up when required, including video or tele-conferencing; makes other arrangements as necessary.
        • Schedules and coordinates travel for the President Emeritus, including airfare, lodging, and ground transportation. Provides travel itineraries and notes flight departures and arrivals on calendars.
        • Assists the President Emeritus in the management of communications; answers phone calls and emails.
        • Plans, researches and coordinates special projects; compiles reports and researches and analyzes specific topics as deemed necessary.
        • Performs other duties as assigned.

Financial Services (25%)

        • Serves as the PCard administrator for the President Emeritus; verifies and documents expenditures; reconciles monthly financial statements; and prepares financial reports.
        • Performs a variety of basic accounting tasks involved in maintaining financial records and processing-related data such as check requests, the submission and processing of receipts, PCard charges and other financial documents.
        • Controls and maintains files of records, reports and correspondence required for reference and efficient operation of the office.

Supervisory Responsibilities

  • None

Qualifications

It is the expectation that all Duke University Libraries staff members will demonstrate exceptional workplace behaviors in the execution of their specific position responsibilities. These behaviors are customer focus, collaboration, creative problem solving, continuous learning and a commitment to diversity.                    

Education:

Required:  Bachelor’s degree from an accredited institution.

Experience:

Required:  Three years of administrative support experience; excellent interpersonal, oral, and written communication skills; ability to exercise good judgment and discretion and maintain confidentiality; ability to edit/proofread complex and lengthy materials with attention to detail; ability to manage multiple projects and set appropriate priorities and deadlines; demonstrated commitment to providing outstanding customer service; ability to work independently and as a member of a team; excellent time-management skills.

Working Conditions

  • Must be able to lift 25 pounds
  • Must be able to work in an environment in which exposure to materials containing dust and mold is possible
  • Occasional bending, crouching, stooping
  • Normal office environment
  • Occasional weekend and/or evening shifts required.

These statements are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.

Salary and Benefits

$17.40 per hour (minimum). Comprehensive benefits package upon eligibility includes vacation, 13 holidays, sick leave, health, dental, disability, life insurance, educational assistance, and tuition grants.

Environment

Since its founding in 1924, Duke University has grown into one of the most prestigious private universities in the world and its medical center ranks annually among the top in the nation. The Duke University Libraries are the shared center of the university's intellectual life, connecting people and ideas. The Libraries consist of the Perkins Library, Bostock Library, Rubenstein Rare Book and Manuscript Library, Lilly Library, and Music Library, and the library at the Duke Marine Laboratory in Beaufort. Duke's library holdings of 6.2 million volumes are among the largest of private universities in the United States.               

Duke's hometown is Durham, North Carolina, a city with vibrant research, medical and arts communities, and numerous shops, restaurants and theaters. Durham is located in the Research Triangle, a growing metropolitan area of more than one million people that provides a wide range of cultural, recreational and educational opportunities. The Triangle is conveniently located just a few hours from the mountains and the coast, offers a moderate climate, and has been ranked among the best places to live and to do business.

Duke offers a comprehensive benefit packages which includes both traditional benefits such as health insurance, leave time and retirement, as well as wide ranging work/life and cultural benefits. Details can be found at:  http://www.hr.duke.edu/benefits/index.php.

Application

Review of applications will begin immediately and will continue until the position is filled.  An electronic resume, cover letter, and list of references should be submitted at: https://hr.duke.edu/careers/apply.  Refer to requisition # 401286094.

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s age, color, disability, genetic information, gender, gender identity, national origin, race, religion, sexual orientation, or veteran status. The Duke University Libraries have a strong commitment to Affirmative Action and is actively seeking to increase the racial and ethnic diversity of our staff.