Staff Assistant

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

Job summary

Duke University in Durham, NC, seeks an Administrative Assistant to support the Division of Student Success within the Office of Undergraduate Education. You will be the primary contact for students, parents, faculty, and staff, and help coordinate calendars, facilities requests, onboarding, and purchases.

The role requires clerical and accounting knowledge, 2 years post-secondary education, and strong written and intercultural communication skills.

Qualifications

• Two years post-secondary education in administrative support or related field.
• Four years of related secretarial/clerical experience or equivalent.
• OR an equivalent combination of relevant education and/or experience.

Responsibilities

• Serve as the first point of contact for inquiries; provide assistance and referrals.
• Maintain manuals, records, reports, and other office documentation.
• Compile, summarize and analyze data to support reports.
• Manage division calendars and assist with meeting scheduling.
• Coordinate facilities requests and office space management.

Skills

Oral communication

Written communication

Intercultural communication

Education

Two years post-secondary education in administrative support or related business field

Bachelor's degree preferred

Tools

Microsoft Office Suite

Data management systems

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.

Be You.

The Division of Student Success in the Office of Undergraduate Education is seeking an Administrative Assistant to support the daily operations and programming activities of the division. This position contributes to enhancing undergraduate education at Duke by providing administrative support that helps ensure efficient and effective operations across Student Success units.

You will serve as a primary point of contact for students, parents, faculty, and staff, helping address inquiries and connecting individuals with appropriate resources. You will support office operations by maintaining records, managing calendars, coordinating facilities requests, assisting with onboarding activities, tracking supplies and purchases, and supporting data collection and reporting efforts.

The Office of Undergraduate Education is committed to creating an accessible, supportive environment and an educational experience that recognizes diversity and cultural competence as integral components of academic and organizational excellence. Candidates who can contribute to that goal and meet the qualifications for this position are encouraged to apply and identify their strengths in this area.

Minimum Requirements

• Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in administrative support or a related business field.
• Work generally requires four years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.
• OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.
  
  

Preferred Qualifications

• Bachelor's degree preferred.
• Strong oral, written, and intercultural communication skills.
• Sound planning, organizational, and problem-solving skills.
• Proficiency with Microsoft Office Suite and familiarity with data management systems.
• Experience working directly with and elevating the ideas of people from diverse racial, ethnic, and socioeconomic backgrounds.
• Ability to serve as an advocate for individuals of all backgrounds.
  
  

Other Requirements

• Ability to maintain confidential information and records.
• Ability to work effectively with students, faculty, staff, parents, and campus partners.
  
  

This position is primarily performed onsite at the designated work location. Remote work is available one day per week, with additional flexibility during the summer and scheduled breaks.

Be Bold.

Position Description

• Serve as the first point of contact for email, phone, and in-person inquiries; provide assistance and referrals to students, parents, faculty, staff, and visitors.
• Interpret directives, policies, and regulations affecting the division and communicate updates to appropriate staff.
• Maintain management and procedural manuals, records, reports, correspondence, and other office documentation.
• Compile, summarize, and analyze data to support weekly, monthly, annual, and special reports.
• Review reports for accuracy and bring significant issues, changes, errors, or omissions to the attention of leadership.
• Organize and maintain financial records, service records, and operational documentation in collaboration with the finance and administration team.
• Manage division and staff calendars and assist with meeting scheduling and coordination.
• Support website updates and maintenance of data management systems.
• Coordinate key distribution, parking passes, mail and package distribution, and student resource processes.
• Coordinate facilities requests, office space management, building access, maintenance, and housekeeping services.
• Operate and maintain office equipment and coordinate purchases of office, equipment, and promotional supplies.
• Monitor inventory and maintain supplies and materials.
• Assist with onboarding and hiring activities for new staff.
• Coordinate space and equipment reservations.
• Record and distribute meeting minutes for Student Success units as requested.
• Coordinate special projects, programs, and events across the division, including vendor research and selection, scheduling speakers, coordinating locations, and monitoring event budgets.
  
  

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Choose Duke.

The Division of Student Success supports undergraduate students throughout their Duke experience by providing programs, services, and resources that promote academic achievement, engagement, and personal success. This role offers the opportunity to work closely with students, faculty, and staff while supporting initiatives that contribute to student success and the mission of Duke University.

The Office of Undergraduate Education values excellence, inclusion, collaboration, and student-centered service. Join a team dedicated to creating a welcoming and supportive environment where all students can thrive

Job Code: 00000476 STAFF ASST

Job Level: 09

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]).