Staff Assistant

Duke University; Durham (NC); On-site; USD 29,000 - 43,000; Full time

Job summary

Duke University in Durham, NC is seeking a Staff Assistant in the Psychology & Neuroscience department to support faculty, staff, students, and research initiatives. The role intersects human resources, finance, research administration, and operations within a dynamic academic environment.

Strong organizational skills, attention to detail, and discretion are essential to ensure success of programs and administrative processes.

Qualifications

• Two years of post-secondary education in administrative support, business administration, or a related field.
• Four years of related administrative, clerical, office management, human resources, financial support, or business operations experience.
• Equivalent combination of education and relevant experience.

Responsibilities

• Support the full lifecycle of student and staff employment activities through SuccessFactors, including position management, recruitment coordination, candidate tracking, onboarding, and employment transactions.
• Coordinate hiring activities by assisting managers with candidate review processes, offer preparation, and new hire onboarding.
• Process employee separations and other personnel actions.
• Track employee contracts and liaison with Trinity Human Resources.
• Coordinate visa-related processes in partnership with Duke Visa Services and support international employees through application and renewal processes.
• Monitor visa expiration timelines and maintain compliance documentation.
• Coordinate trial-period evaluations and partner with HR and leadership regarding employment actions as needed.
• Support biweekly and monthly timecard management and compliance activities.
• Maintain personnel records and confidential HR documentation.
• Coordinate participant payment activities supporting Psychology & Neuroscience research laboratories.
• Manage ClinCard administration and participant compensation processes.
• Process participant payments through Accounts Payable requests and reimbursements.
• Track, reconcile, and maintain payment records while ensuring financial accuracy and compliance.
• Administer Lafitte Undergraduate and Graduate Research Funds, including award coordination and closeout activities.
• Prepare and submit sponsor invoices using university-approved systems and processes.
• Manage recurring center subscriptions and service payments.
• Process purchase orders, vendor onboarding documentation, and Accounts Payable transactions.
• Coordinate day-to-day facilities support for departmental and research spaces.
• Serve as a primary point of contact for facilities-related requests and service needs.
• Submit and track work orders for maintenance, repairs, custodial services, and surplus requests.
• Coordinate logistics and catering support for recurring lab meetings and departmental events.
• Manage office and laboratory supply inventory and coordinate purchasing activities.
• Support print, copy, and scanning operations by monitoring equipment supplies and replenishment needs.
• Maintain Cypher lock administration, including master code management and battery replacement coordination.
• Coordinate departmental mail distribution and USPS mail retrieval.
• Manage parking pass administration.
• Coordinate recycling services and other operational support functions.
• Perform additional duties and special projects as assigned.

Skills

Organizational skills

Recordkeeping

Attention to detail

Confidentiality

Interpersonal skills

Customer service

Multitasking

Education

Two years post-secondary education

Job description

Duke University

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.

Duke University

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 and the unique perspectives that each member of our community brings. As a Staff Assistant within the Department of Psychology & Neuroscience, you'll play a key role in supporting faculty, staff, students, and research initiatives that contribute to discovery and innovation.

This position offers the opportunity to work at the intersection of human resources, finance, research administration, and operations within a dynamic academic environment. Your organizational expertise, attention to detail, and commitment to exceptional service will help ensure the success of departmental programs, research activities, and administrative processes.

Be Bold.

As a trusted partner to departmental leadership, you will help drive efficient operations, support compliance efforts, facilitate hiring and onboarding processes, oversee participant payment programs, and coordinate essential administrative services that enable faculty, researchers, and staff to thrive.

This role is ideal for a highly organized professional who enjoys managing a variety of responsibilities, building collaborative relationships, and contributing to the success of a growing academic and research community.

What You'll Do

Human Resources Support

• Support the full lifecycle of student and staff employment activities through SuccessFactors, including position management, recruitment coordination, candidate tracking, onboarding, and employment transactions.
• Coordinate hiring activities by assisting managers with candidate review processes, offer preparation, and new hire onboarding.
• Process employee separations and other personnel actions.
• Track employee contracts and serve as a liaison with Trinity Human Resources.
• Coordinate visa-related processes in partnership with Duke Visa Services and support international employees through application and renewal processes.
• Monitor visa expiration timelines and maintain compliance documentation.
• Coordinate trial-period evaluations and partner with Human Resources and leadership regarding employment actions as needed.
• Support biweekly and monthly timecard management and compliance activities.
• Maintain personnel records and confidential HR documentation.

Financial Administration

• Coordinate participant payment activities supporting Psychology & Neuroscience research laboratories.
• Manage ClinCard administration and participant compensation processes.
• Process participant payments through Accounts Payable requests and reimbursements.
• Track, reconcile, and maintain payment records while ensuring financial accuracy and compliance.
• Administer the Lafitte Undergraduate and Graduate Research Funds, including award coordination, account management, recipient communications, reconciliation, and annual closeout activities.
• Prepare and submit sponsor invoices using university-approved systems and processes.
• Manage recurring center subscriptions and service payments.
• Process purchase orders, vendor onboarding documentation, and Accounts Payable transactions.

Facilities and Event Support

• Coordinate day-to-day facilities support for departmental and research spaces.
• Serve as a primary point of contact for facilities-related requests and service needs.
• Submit and track work orders for maintenance, repairs, custodial services, and surplus requests.
• Coordinate logistics and catering support for recurring lab meetings and departmental events.

Center Operations Support

• Manage office and laboratory supply inventory and coordinate purchasing activities.
• Support print, copy, and scanning operations by monitoring equipment supplies and replenishment needs.
• Maintain Cypher lock administration, including master code management and battery replacement coordination.
• Coordinate departmental mail distribution and USPS mail retrieval.
• Manage parking pass administration.
• Coordinate recycling services and other operational support functions.
• Perform additional duties and special projects as assigned.

What You'll Bring

Required Qualifications

Education

• Broad knowledge of clerical, administrative, and accounting principles typically acquired through two years of post-secondary education in administrative support, business administration, or a related field.

Experience

• Four years of related administrative, clerical, office management, human resources, financial support, or business operations experience.

Or

• An equivalent combination of education and relevant experience.

Preferred Competencies

• Ability to manage multiple priorities while maintaining exceptional attention to detail.
• Strong organizational and recordkeeping skills.
• Ability to handle confidential information with discretion and professionalism.
• Experience supporting HR, financial, or administrative processes in a complex organization.
• Strong interpersonal and customer service skills with the ability to collaborate across diverse stakeholder groups.
• Commitment to accuracy, compliance, and operational excellence.
• Proficiency with business systems, databases, and standard office technologies.

Why Duke

At Duke, your work supports a world-class academic and research enterprise dedicated to improving lives through education, discovery, and service. You'll join a collaborative community that values innovation, professional growth, inclusion, and operational excellence. Through your contributions, faculty, staff, students, and researchers will have the administrative support needed to advance groundbreaking research and educational initiatives.

Choose Duke.

At Duke, your work supports a world-class academic and research enterprise dedicated to improving lives through education, discovery, and service. You'll join a collaborative community that values innovation, professional growth, inclusion, and operational excellence. Through your contributions, faculty, staff, students, and researchers will have the administrative support needed to advance groundbreaking research and educational initiatives.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $21.20 to USD $31.24. 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.

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]).