Staff Specialist

Duke PA; Durham (NC); On-site; USD 45,000 - 65,000; Full time

Job summary

Duke University in Durham, NC seeks a Staff Specialist in the Department of Political Science to support graduate programs (MA, MAPE, 4+1). You will coordinate admissions, advising, scheduling, and communications for prospective and current students, partnering with faculty and staff to promote academic success.

You will manage records, plan orientation and events, assist with payroll, and ensure smooth daily operations across the department.

Qualifications

• Experience providing administrative support in higher education or similar settings.
• Strong communication with students, faculty, staff and external partners.
• Experience preparing newsletters and website content.
• Excellent organizational and project coordination skills.
• Ability to maintain confidential information responsibly.
• Attention to detail and problem-solving skills.
• Experience coordinating meetings, workshops, conferences, events.
• Tech-savvy and able to learn new systems.

Responsibilities

• Serve as the primary administrative resource for the MA, MAPE, and 4+1 programs.
• Respond to inquiries and provide information on program requirements and resources.
• Coordinate admissions processes and communications for master's programs.
• Support student advising, registration, examinations, thesis defenses, and scheduling.
• Maintain student records and monitor milestones and tuition waivers.
• Coordinate orientation, onboarding, workshops, and engagement events.
• Connect students with university resources and support services.

Skills

Administrative support

Communication skills

Newsletters

Organization

Project coordination

Record keeping

Detail oriented

Meetings coordination

Tech proficiency

Education

Two years of postsecondary education

Bachelor's degree may substitute

Tools

Concur

Financial systems

Website management tools

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 and the unique perspectives that each member of our community brings. As a Staff Specialist in the Department of Political Science, you'll play a critical role in supporting graduate students as they navigate their academic journeys and prepare for future success.

You will join a collaborative and intellectually vibrant community dedicated to scholarship, student development, and academic excellence. In this role, you'll work closely with students, faculty, and staff while helping create an engaging and supportive environment for our MA, MAPE, and 4+1 programs.

Whether coordinating admissions, supporting student milestones, planning events, or enhancing communications, your contributions will have a direct impact on the student experience and the success of our department.

Be Bold.

Help shape the student experience while supporting innovative academic programs and departmental operations within one of the nation's leading universities.

What You'll Do

Support Graduate Student Success

• Serve as the primary administrative resource for the MA, MAPE, and 4+1 programs.
• Guide prospective and current students by responding to inquiries and providing information regarding program requirements, timelines, and university resources.
• Coordinate admissions processes and communications for master's programs.
• Support student advising activities, registration processes, examinations, thesis defenses, and academic scheduling.
• Maintain student records and monitor academic milestones, degree progress, Graduate School documentation, tuition waivers, and 4+1 course planning.
• Coordinate orientation programs, onboarding activities, workshops, professional development opportunities, and student engagement events.
• Connect students with appropriate university resources and support services while assisting with routine procedural questions.

Strengthen Departmental Operations

• Process and review financial and expense‑related documentation using Concur and related systems.
• Coordinate faculty recruitment and search activities.
• Provide backup support for payroll processing and administrative operations.
• Assist with front‑desk support, office management, supply coordination, and maintenance of shared departmental spaces. Collaborate with colleagues across the department to support operational excellence and service continuity.

Coordinate Events and Communications

• Plan and support conferences, workshops, receptions, graduation events, recruitment activities, and special departmental programs. Manage event logistics, vendor coordination, scheduling, and participant communications.
• Assist with departmental communications, including newsletters, website updates, announcements, and promotional materials.
• Support undergraduate and graduate recruitment initiatives through outreach and engagement activities.

What You'll Bring

Required Qualifications

• Experience providing administrative support within higher education, academic, professional, or student‑focused environments.
• Strong communication skills with the ability to engage effectively and professionally with students, faculty, staff, university partners, and external stakeholders.
• Experience preparing newsletters, website content, announcements, and other communications.
• Excellent organizational and project coordination skills, with the ability to manage multiple priorities and deadlines.
• Demonstrated ability to maintain accurate records and manage confidential information responsibly.
• Strong attention to detail and problem‑solving skills.
• Experience coordinating meetings, workshops, orientations, conferences, events, or related programs.
• Strong technology proficiency and the ability to learn and adapt to new systems and applications.

Preferred Qualifications

• Experience updating or maintaining websites.
• Familiarity with Concur or similar financial management systems.
• Experience utilizing emerging technologies, including large language models (LLMs) and AI‑enabled tools, to support administrative efficiency and communication efforts.

Education & Experience

Education Work requires knowledge of basic mathematical, research, and communications principles normally acquired through two years of postsecondary education.

Experience Work generally requires four years of clerical, administrative, program coordination, or research‑related experience.

A bachelor's degree in a directly related field may substitute for the education requirement and two years of the required experience.

An equivalent combination of relevant education and experience will also be considered.

Choose Duke.

At Duke University, you'll find more than a job. You'll find a community driven by purpose, innovation, collaboration, and excellence.

As part of the Department of Political Science, you'll contribute to an academic environment that values intellectual curiosity, student success, and meaningful engagement. Your work will help support future leaders, scholars, and professionals while advancing the university's commitment to education, research, and service.

At Duke, you'll have opportunities to grow professionally, build meaningful relationships, and make a lasting impact every day.

Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $0.00 to USD $0.00. 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 thedollars 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]).

Nearest Major Market: Durham
Nearest Secondary Market: Raleigh

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