Staff Assistant

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 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 believe that great institutions are built by people who bring their authentic selves to work every day. At the Forum for Congregational Life, you'll join a mission-driven team dedicated to connecting and resourcing networks of Christian institutions and leaders that nurture U.S. congregations.

As a Staff Assistant, you'll be an essential contributor to a collaborative and service-oriented environment where relationships matter, operational excellence is valued, and your work directly supports the success of programs that make a meaningful impact on communities and organizations.

This position reports to the Sr. Director of Finance and Operations and serves as a key member of a team committed to delivering exceptional service to grantees, partners, and program participants. This role is supported through sponsored program funding primarily funded by a grant through December 31, 2028, with the possibility of renewal.

Be Bold.

The work you do behind the scenes creates extraordinary experiences for the Forum’s constituents. From supporting financial and database operations to assisting with both onsite and offsite events and managing administrative processes, you'll help ensure the Forum’s programs run smoothly and efficiently.

If you're highly organized, enjoy working with people, thrive in a fast-paced environment, and take pride in delivering outstanding service, this may be the opportunity for you.

What You’ll Do

Support Financial Operations

• 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.

Manage Database Operations

• Maintain and audit constituent records to ensure data accuracy and consistency.
• Compile and distribute reports for directors and program coordinators.
• Support data management efforts that inform program planning and decision-making.

Provide Administrative & Office Support

• Serve as a welcoming first point of contact for visitors, participants, and stakeholders.
• Manage incoming communications, including phone calls and email inquiries.
• Schedule meetings, appointments, office gatherings, and calendar activities.
• Coordinate meeting logistics, room reservations, parking arrangements, and virtual meeting support.
• Prepare correspondence, meeting materials, and administrative documentation.
• Maintain digital files, records, reports, and reference materials.
• Order and monitor office and kitchen supplies.
• Assist with general office operations to ensure efficient day-to-day functioning.

Support Event Operations

• Process event registrations and troubleshoot registration issues.
• Deliver exceptional customer service to program participants.
• Support participant travel arrangements and reimbursement processing.
• Prepare registration materials, confirmations, and event resources.
• Assist with virtual and in-person event logistics, including:
  • Venue and room reservations
  • Catering arrangements
  • Audio-visual support
  • Travel and lodging coordination
  • Constituent and speaker support
  • On-site event execution

Support Contract Administration

• Prepare contract templates and supporting documentation.
• Route contracts for review and signatures.
• Track contract completion and follow up as needed.
• Coordinate payment processing once services are completed.

Contribute Across the Team

• Assist with special projects and additional responsibilities that support departmental goals and organizational success.

What You’ll Bring

Preferred Qualifications

• Working knowledge of Outlook, Excel, Word, and Airtable.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Ability to prioritize competing responsibilities and meet deadlines.
• Sound judgment and strong attention to detail.
• Flexibility and adaptability in a dynamic work environment.
• Ability to learn new systems and technologies quickly.
• Commitment to delivering excellent customer service.
• Proven ability to manage multiple projects simultaneously.

Minimum Qualifications

Education

• Broad knowledge of clerical and accounting principles and practices typically acquired through two years of post‑secondary education in secretarial science, business administration, or a related field.

Experience

• Three years of related administrative, clerical, office management, communications, or accounting support experience.
• Equivalent combinations of education and relevant experience will be considered.

Choose Duke.

At Duke, you become part of a community committed to excellence, innovation, learning, and service. You'll have the opportunity to contribute to meaningful work that supports leadership development, education, and community impact while growing your own skills and career.

As a Member Of The Duke Community, You’ll Enjoy

• A mission-driven workplace focused on making a difference.
• Opportunities for professional growth and development.
• A collaborative and inclusive culture.
• The chance to support nationally recognized programs that equip leaders for real‑world impact.
• Comprehensive benefits and well‑being resources.
• A workplace where your contributions are valued and your voice matters.

Whether you're supporting financial processes, managing events, coordinating communications, or creating outstanding participant experiences, your work will help advance Duke's mission and strengthen communities beyond campus.

Anticipated Pay Range

Duke University provides an annual base salary range for this position as USD $20.60 to USD $28.65. 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]).