Staff Assistant

Duke Careers • Durham, NC

7d • $19 - $28

About The Position

At Duke, we celebrate individuality, integrity, and the essential role that every team member plays in advancing education, research, and care. As the
Staff Assistant (Psychology Clinic), you’ll be a trusted administrative partner supporting the Psychology Clinic’s mission to train future clinicians and deliver high-quality services to the community. Your organizational strengths, discretion, and attention to detail will help ensure smooth clinic operations while supporting students, faculty, and clients in a highly confidential environment.

This role sits at the center of a dynamic academic clinical setting. You’ll take ownership of complex administrative, financial, and client-service responsibilities that require accuracy, professionalism, and a strong commitment to compliance.

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, business, or a related field.
• Three years of related secretarial or clerical experience required to acquire the skills necessary to administer complex office functions, including office management, communications, and budgetary or accounting activities OR an equivalent combination of education and relevant experience.

Responsibilities

• Support the Director of the Psychology Clinic by monitoring daily clinic operations and maintaining awareness of clinic financial and operational status.
• Maintain secure, accurate, and up-to-date records for students, faculty, directors, and clients in compliance with HIPAA and Duke Compliance requirements.
• Update and manage the departmental clinic directory.
• Support the Director of Clinical Training by tracking and implementing APA policy and regulatory updates impacting clinical student requirements.
• Monitor student eligibility for fellowships, track completion of clinical training requirements, and ensure accurate course registration and credit totals.
• Submit course changes and approvals, manage scheduling, and maintain the graduate handbook and graduate bulletin.
• Coordinate applicant visit days, support visiting applicants, and assist with faculty scheduling.
• Record and distribute minutes for monthly clinical faculty meetings.
• Serve as a liaison between clinical graduate students and faculty.
• Support APA site visits and accreditation-related activities.
• Establish and maintain confidential client records, including insurance, billing, demographics, and payment information.
• Review client accounts to ensure accurate billing, timely payments, and prompt insurance claim submission.
• Serve as a liaison with university departments, clinic personnel, and external partners while adhering to HIPAA standards.
• Prepare and mail welcome packets, create and organize client files, and register and schedule client appointments using Therapist Helper.
• Enter and maintain accurate client data in clinic systems while safeguarding confidentiality.
• Assist the Director and Clinic Coordinator in training new students on clinic protocols, desk duty, insurance processes, billing, and office procedures.
• Maintain online scheduling tools for therapy room reservations and ensure sessions are conducted as scheduled.
• Conduct comprehensive biannual audits of student client files to ensure compliance with Duke, HIPAA, and departmental guidelines.
• Develop and maintain billing and information systems that support clinic operations.
• Create, track, verify, reconcile, and follow up on client insurance billing and payments.
• Prepare client billing statements outlining charges, payments, and insurance claim status.
• Work with clients and insurance carriers to resolve billing discrepancies and ensure timely payment to Duke.
• Prepare monthly financial reports, reconcile deposits, and verify expenditures.
• Make weekly clinic fund deposits to the Bursar’s Office.
• Process travel reimbursements and manage clinic office supply orders.
• Prepare for and support clinic events, including training sessions, applicant interviews, and educational or social gatherings.
• Maintain clinic computers and therapy rooms, including visual recording capabilities, in coordination with P&N Computing.
• Ensure HIPAA-compliant storage of electronic and physical records.
• Manage online scheduling for the clinic conference room and coordinate usage with departmental groups.
• Maintain and manage clinic keys and access.
• Other Duties as Assigned

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 101-250 employees