Administrative & Finance Coordinator

Duke University; Durham (NC); On-site; USD 43,000 - 60,000; Full time

Job summary

Duke University seeks a Staff Assistant to support financial operations, database management, and office services within the Forum for Congregational Life. You will help process payments, manage records, coordinate events, and assist with contracts, reporting to the Sr. Director of Finance and Operations.

The role emphasizes customer service, organization, and collaboration across teams, with funding through 2028 and renewal potential. Strong communication and multi-tasking are essential.

Qualifications

• Two years of post-secondary education in secretarial science, business administration, or a related field.
• Three years of related administrative, clerical, office management, communications, or accounting support experience.
• Proficiency with Outlook, Excel, Word, and Airtable preferred.
• Excellent written and verbal communication skills required.
• Strong organizational and time-management abilities.
• Ability to prioritize competing responsibilities and meet deadlines.

Responsibilities

• Process vendor payments and corporate card reconciliations through Duke's online systems.
• Prepare and process deposits and payment transactions.
• Maintain accurate financial records and expense documentation.
• Process program-related refunds and reimbursements.
• Generate and format monthly reconciliation reports from Duke financial systems.
• Maintain and audit constituent records for data accuracy.
• Compile and distribute reports for directors and program coordinators.
• Support data management efforts informing program planning and decision-making.
• Welcome visitors and serve as first point of contact for inquiries.
• Schedule meetings, manage calendars, and coordinate meeting logistics.
• Coordinate events including registrations, travel, venue, catering, and AV.
• Prepare correspondence and administrative materials; maintain digital files.
• Assist with contract templates, routing for review, and payment processing.

Skills

Outlook

Excel

Word

Airtable

Strong communication

Organizational skills

Time management

Multi-project management

Customer service

Education

Two years of post-secondary education in secretarial science or business administration

Tools

Airtable

Job description

Duke University seeks a Staff Assistant to support financial operations, database management, and office services within the Forum for Congregational Life. You will help process payments, manage records, coordinate events, and assist with contracts, reporting to the Sr. Director of Finance and Operations.

The role emphasizes customer service, organization, and collaboration across teams, with funding through 2028 and renewal potential. Strong communication and multi-tasking are essential.