Administrative Assistant

Grace Federal Solutions; Durham (NC); On-site; USD 36,000 - 48,000; Full time

Job summary

Grace Federal Solutions seeks an Administrative Assistant for the Dean's Office in Durham, NC. The role provides high-level administrative and project support to the Vice Dean for Data Science and AI and the Vice Dean for Basic and Preclinical Science.

This position requires sound judgment, discretion, and the ability to work independently while managing multiple responsibilities with strong organizational and communication skills.

Qualifications

• High school diploma or equivalent required.
• Two years of post-secondary education in a business-related field preferred.
• Minimum of four years of progressive clerical, business, or administrative experience.
• Experience supporting senior leadership or executive offices preferred.
• Familiarity with personnel practices, budgeting principles, and coordination activities.

Responsibilities

• Manage calendars and coordinate small and large meetings (attendee lists, scheduling, room setup, catering, taking minutes).
• Manage travel details and arrangements for visitors.
• Coordinate document review and signature requirements, including workflow and approvals.
• Process procurement card invoices and submit/track reimbursements.
• Assist in timely management of all communications; compose letters and monitor follow-up.
• Prepare and amend Word/Excel documents, PowerPoint presentations, and other reports.

Skills

Administrative skills

Office management

Project management

Organization

Communication

Microsoft Office

Education

High school diploma

Business-related education (two years)

Tools

Microsoft Word

Excel

PowerPoint

Job description

Job Title

Administrative Assistant

Location

North Carolina (Durham)

Contract Type

Full Time, Temporary

Start Date

05/01/2026.

Pay Range

Competitive

Come for the role. Stay for the people.

Working in Durham, NC offers administrative professionals a high quality of life with a lower cost of living than many major metro areas, while still providing access to world-class universities, healthcare systems, and innovative research organizations. The area features a strong professional job market, diverse culture, and vibrant downtown with dining, arts, and greenways. Durham also offers an easy commute, mild climate, and a welcoming community that supports work-life balance.

Role Overview

The Administrative Assistant in the Dean's Office provides high-level administrative and project support for priority initiatives and directly supports the Vice Dean for Data Science and AI and the Vice Dean for Basic and Preclinical Science. This role requires sound judgment, discretion, and the ability to work independently while managing multiple responsibilities. The position leverages strong administrative, project management, and office management skills to ensure efficient operations and the successful completion of key projects in support of senior leadership.

Education

• High school diploma or equivalent required
• Two years of post-secondary education in a business-related field preferred

Experience

• Minimum of four (4) years of progressive clerical, business, or administrative experience
• Experience supporting senior leadership or executive offices preferred
• Familiarity with general personnel practices, accounting, budgeting principles, and coordination activities

Skills & Competencies

• Strong administrative and office management skills
• Proven project management and coordination abilities
• Excellent organizational skills with strong attention to detail
• Ability to manage multiple priorities and meet deadlines
• High level of discretion and judgment when handling confidential and sensitive information
• Excellent written and verbal communication skills
• Strong critical thinking and problem-solving abilities
• Ability to work independently as well as collaboratively with direction
• Proficiency in Microsoft Word, Excel, PowerPoint, and related office technologies

Core Capabilities

• Manage calendars and coordinate small and large meetings (attendee lists, scheduling, room setup, catering, taking minutes).
• Manage travel details and arrangements for visitors.
• Coordinate document review and signature requirements, including workflow and other stakeholder/approver requirements
• Process procurement card invoices and submit/track reimbursements.
• Assist in the timely management of all communications; compose letters and monitor follow-up of correspondence.
• Prepare and amend Word and Excel documents, PowerPoint presentations, and other reports as needed and/or directed.
• Maintain files and filing, including sensitive and confidential information.
• Willingness to serve as backup administrative support and participate in shared office coverage responsibilities

Schedule

8 a.m. to 5 p.m. Monday-Friday