Job Description: Office Assistant for Summer Studies Programs

Employment

General Information About Duke TIP Summer Studies

The DukeTIP campus-based Summer Studies Program offers academically gifted students in grades 7-10 the opportunity to learn highly challenging material at a rate commensurate with their advanced abilities. Students enroll in a single DukeTIP-designed course for three weeks of in-depth study and attend nearly 40 hours of class each week between Monday morning and Saturday afternoon. The Summer Studies Program is offered on several college campuses. The program provides young scholars the unique opportunity to experience college classroom instruction and residence hall life. Highly qualified Instructor/Teaching Assistant teams teach classes of approximately 18 students. Outside the classroom, a carefully selected staff of Residential Counselors supervises students during meals, free time, and planned social and recreational activities.

The Office Assistant Position

Supervised by the Operations Coordinator (OC), the Office Assistant (OA) helps establish and maintain the on-site office located in the residence hall. The OA is the first contact for parents who call the on-site office, and creates a filing system for all confidential student files.

The OA will work primarily in the afternoon and evening; typical hours are 1p.m. to 10 p.m. With the exception of Arrival and Departure Days and the day preceding each of them, the OA has one day off each week, to be scheduled in conjunction with the OC. The OA, along with other administrative staff, must arrive 3 to 4 days before other staff to begin campus preparations. Detailed responsibilities include, but are not limited to, items listed under Specific Duties.

Qualifications

Prior to beginning employment, applicants are required to have successfully completed a minimum of one year of college. Previous office experience is preferred; staff experience with a Duke TIP Summer Studies Program or similar residential program for gifted youth is helpful. Excellent organizational and communication skills, attention to detail, and the ability to work independently are required. A working knowledge of Microsoft Excel is needed. Applicants must possess a genuine interest in the academic, social, and emotional growth of adolescents, exhibit maturity and a positive attitude, and be willing to serve as a role model for students. There is a driving requirement for certain positions at Duke TIP. Eligible drivers must possess a valid driver’s license, be at least 21 years old, have an approved driving record on file, and be willing to drive students in Duke TIP vehicles (cars, minivans, 8-passenger SUVs).

Specific Duties

Office Management

With OSD and OC, assist in organizing the summer on-site office.
Establish and maintain office hours in accordance with program schedule and student needs.
Maintain a professional office environment with appropriate levels of organization, efficiency, and cleanliness.
Ensure smooth and efficient functioning as a service to staff, students, parents, and the On-Site Director (OSD).
Sort and distribute incoming mail with assistance from assigned Residential Counselors (RCs).
With OC, coordinate staff use of equipment and vehicles.
With OC, procure and monitor use of office supplies.
With OC, maintain a logbook of office procedures.
Serve as a resource for parents or other callers who have concerns or seek information about the academic and social activities of the program.
Manage use of office copier or local copy service by staff.

Team Membership

Work with Residence Life Coordinator (RLC) to produce and distribute daily and weekly staff schedules.
Assist RLC and RHLs in coordinating evening and weekend activities.

Administration

Train and supervise residential staff working in the on-site office.
Facilitate communication between residential, academic, and administrative staffs.
Record and report details of routine illnesses, ongoing health problems, and student emergencies.
Assist with housing, food, transportation, health, and security matters.
Supervise staff and provide assistance during student self-medication times.
Make arrangements for special events.
With OC, create airport schedules for student arrival and departure days. Train TA staff on duties and schedule.
Carry out additional duties deemed necessary by the OSD or OC.
At the end of the term, complete a written program evaluation and offer suggestions for changes or improvements.
At the end of term, pack up the on-site office by returning rental equipment and vehicles, submitting reports, organizing and taking inventory, and storing materials for the next summer.

Program Leadership

Read and review training materials sent by Duke TIP before the program begins.

General Expectations

Arrive on your contracted start date at the specified time and location.
Perform all contractual duties at the assigned times.
Support the Duke TIP Mission and all administrative decisions.
Abide by all Duke TIP policies and procedures.
Attend all designated orientation sessions and all scheduled meetings during the term.
Residential Program Assistants, Residential Counselors, Residence Life Coordinators, and On-Site Directors are required to live in program-sponsored housing, return to the residence hall by 2:00am, and sleep in assigned rooms each night. (On off-duty nights, residential staff may sleep off-campus or in the assigned rooms.)
Academic Program Assistants, Teaching Assistants, Instructors, Academic Coordinators, Psychological Counselors, Operations Coordinators, and Office Assistants may choose to live either in program-sponsored housing or off campus; those living on campus are not required to spend every night on campus. However, on each night spent on campus, staff members must return to their residence hall by 2:00am and sleep in assigned rooms.
Obey all traffic laws, including speed limits and seatbelt regulations, when transporting students or driving Duke TIP vehicles for other business purposes. Duke TIP vehicles may not be used for personal errands.
Refrain from the following strictly prohibited activities:
- Consuming alcoholic beverages in the presence of students or at any time at the program site (including, but not limited to, housing facilities, classrooms, parking lots, athletic fields, etc.) regardless of the distance from Duke TIP's designated area.
- Returning to campus in an inebriated condition.
- Possessing, selling, distributing, or using illegal drugs.
- Inviting guests to visit the residence halls or to stay overnight in residence hall rooms.
- Using tobacco products in the residence hall or in the presence of students.
- Using inappropriate language, including profanity, discriminatory statements, and sexual innuendoes.
Maintain professional relationships with all staff members. Relationships and/or conflicts among staff members should never interfere with the proper performance of duties.
Maintain professional relationships with students at all times.
Enforce all student rules fairly and consistently according to the policies outlined in training.
Abide by all policies set forth by the host institution.
This position requires a full time commitment. Holding other jobs or taking classes during the contracted time period is prohibited.