Administrative Assistant

Duke Careers; Durham (NC); On-site; USD 46,000 - 73,000; Full time

Job summary

Duke University in Durham, NC is seeking an Administrative Assistant for Student Well-being to support health, wellness, and student success through financial operations, patient billing, and inventory management.

You will join a collaborative team across Student Health, CAPS, and Health Promotion, contributing to efficient processes, strict confidentiality, and outstanding service that helps students thrive on campus.

Qualifications

• High school education plus two years of post-secondary education in a business-related field.
• Four years of related administrative, business, budgeting, accounting, or office management experience.

Responsibilities

• Assist with budget preparation, financial reporting, and expenditure tracking.
• Maintain and reconcile financial records, procurement card transactions, journal vouchers, and interdepartmental transfers.
• Coordinate travel arrangements and process expense reimbursements.
• Support purchasing activities, including purchase order creation and management.
• Monitor program and event budgets and provide expense summaries to leadership.
• Maintain records related to professional licensure fees and annual budget planning.
• Interpret and apply departmental and university financial policies.
• Identify and coordinate with vendors to support departmental operations.
• Develop and maintain standard operating procedures in partnership with Student Well-being leadership.
• Provide accurate financial updates and reporting to stakeholders to support informed decision-making.

Skills

Communication

Customer service

Teamwork

HIPAA knowledge

Organizational skills

Education

High school plus 2 years post-secondary in business field

4 years admin/budgeting experience

Tools

SAP

Duke@Work

Microsoft Office

Job description

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Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Be You.

At Duke, we celebrate individuality, curiosity, and the unique experiences that each member of our community brings. As the Administrative Assistant for Student Well-being, you will play an essential role in supporting the health, wellness, and success of Duke students.

You will join a collaborative team dedicated to delivering exceptional service across Student Health, Counseling and Psychological Services (CAPS), and Health Promotion. Your work will help ensure operational excellence while supporting a welcoming and inclusive environment where students can thrive.

Be Bold.

The Administrative Assistant serves as a trusted partner in supporting financial operations, patient services, inventory management, and administrative processes within Student Well-being. This role offers the opportunity to make a direct impact on student care while contributing to the efficiency and effectiveness of critical campus health and wellness services.

What You’ll Do

• Assist with budget preparation, financial reporting, and expenditure tracking.
• Maintain and reconcile financial records, procurement card transactions, journal vouchers, and interdepartmental transfers.
• Coordinate travel arrangements and process expense reimbursements.
• Support purchasing activities, including purchase order creation and management.
• Monitor program and event budgets and provide expense summaries to leadership.
• Maintain records related to professional licensure fees and annual budget planning.
• Interpret and apply departmental and university financial policies.
• Identify and coordinate with vendors to support departmental operations.
• Develop and maintain standard operating procedures in partnership with Student Well-being leadership.
• Provide accurate financial updates and reporting to stakeholders to support informed decision-making.

Support Patient Billing and Administrative Processes

• Review patient accounts to ensure accurate charge capture and billing documentation.
• Collaborate with healthcare providers and administrators to resolve billing discrepancies.
• Release patient charges for insurance processing.
• Facilitate billing reconciliation for services provided by Duke Health and external partners.
• Support operational processes that help students receive timely and accurate healthcare services.

Manage Inventory and Operational Resources

• Order, track, and maintain office, clinical, and program supplies.
• Coordinate inventory management processes with campus partners and vendors.
• Support financial compliance through procurement and inventory reconciliation activities.
• Maintain inventories of promotional materials and department resources.
• Help minimize waste through inventory monitoring and supply rotation practices.
• Ensure compliance with safety standards and inventory control procedures for clinical supplies.
• Serve as a welcoming first point of contact for students seeking services within Student Health.
• Register patients and collect required demographic and insurance information.
• Verify insurance coverage to support seamless appointment scheduling and billing.
• Schedule appointments and maintain accurate records within the electronic medical record system.
• Process, organize, and manage medical documentation while maintaining strict confidentiality and compliance standards.

Collaborate and Contribute

• Participate in team meetings, projects, and continuous improvement initiatives.
• Support departmental goals through additional administrative and operational responsibilities as needed.
• Contribute to a culture of collaboration, service excellence, and student-centered care.

What You’ll Bring

Required Qualifications

• High school education plus two years of post-secondary education in a business-related field.
• Four years of related administrative, business, budgeting, accounting, or office management experience.

Equivalent combinations of education and relevant experience will be considered.

Preferred Skills and Experience

• Exceptional written, verbal, and interpersonal communication skills.
• Strong customer service orientation and ability to build positive relationships.
• Experience working in a fast-paced healthcare, medical, or higher education environment.
• Demonstrated success working collaboratively within team environments.
• Sound judgment and professionalism when handling sensitive or confidential information.
• Experience with financial systems, budgeting practices, and operational reporting.
• Familiarity with SAP, Duke@Work, or similar financial management systems.
• Strong organizational skills with the ability to manage multiple priorities effectively.
• Proficiency in Microsoft Office Suite, databases, and web-based applications.
• Understanding of university business practices and financial compliance standards.
• Knowledge of student privacy regulations, HIPAA, and information confidentiality requirements.
• Commitment to continuous learning and professional development.

Choose Duke.

At Duke, you'll find more than a job. You'll become part of a community dedicated to innovation, learning, wellness, and making a meaningful difference every day.

We invest in our employees by fostering professional growth, encouraging collaboration, and creating opportunities to contribute to work that supports one of the nation's leading institutions of higher education and healthcare.

Whether you're supporting operational excellence, improving the student experience, or building trusted relationships across campus, your work at Duke helps strengthen a healthier and more connected community.

Be You. Be Bold. Choose Duke.

Anticipated Pay Range

Duke University provides an annual base salary range for this position as USD $45,661.00 to USD $73,140.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

Equal Opportunity Employer

Duke is an Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex (including pregnancy and pregnancy- related conditions), sexual orientation, or military status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Read more about Duke’s commitment to affirmative action and nondiscrimination at hr.duke.edu/eeo.

Nearest Major Market: Durham
Nearest Secondary Market: Raleigh

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and reasonable accommodation(s) can be requested with Duke Access and Accommodations Services (email: [e-mail]; phone: [phone]).