Staff Assistant

Duke Careers • Durham, NC

9d • $19 - $28

About The Position

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 value the individuals who keep our academic communities running smoothly behind the scenes. As the Assistant to the Chair & Finance, you’ll play a trusted and highly visible role supporting the Department Chair and the Department Business Manager. You’ll bring discretion, organization, and sound judgment to a collaborative departmental environment that values professionalism, integrity, and respect.
In this role, you’ll be at the center of departmental operations—supporting faculty, managing sensitive information, and helping ensure the department functions efficiently every day.

Be Bold.

This position calls for initiative, attention to detail, and confidence in managing both administrative and financial responsibilities. You’ll balance competing priorities, navigate complex processes, and serve as a key point of contact for faculty, staff, and external partners.

Requirements

• Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post‑secondary education in secretarial science or a related business field.
• Work generally requires three years of related secretarial or clerical experience to acquire the skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.
• An equivalent combination of education and relevant experience may be considered.

Responsibilities

• Manage and maintain the Department Chair’s calendar, including initiating, creating, and responding to appointments as needed
• Create and maintain schedules for department meetings, executive meetings, officer meetings, and retreats
• Maintain and update departmental committee listings
• Compile annual reports, faculty CVs, and course evaluations
• Collect, track, and maintain all faculty leave requests and approvals, ensuring eligibility requirements are met
• Address daily departmental issues accurately, expeditiously, and with sound judgment
• Handle sensitive information with strict confidentiality and an understanding of departmental culture
• Process and monitor corporate card expenses; follow up with cardholders to ensure deadlines are met
• Review, process, and submit travel and miscellaneous reimbursements through Concur
• Process payments to guest speakers, including honoraria and travel reimbursements, via AP Check Request
• Process vendor payments using electronic purchase orders in Buy@Duke
• Stay current on Duke financial systems and policies, including Buy@Duke, Concur, SAP, and AP Check Request
• Assist the Department Business Manager with financial statement reconciliation
• Maintain confidential records of faculty Independent Study Credits used for course releases
• Plan and coordinate departmental events, including invitations, RSVPs, room reservations, catering, supply purchases, and event setup and cleanup
• Monitor and manage the History@Duke email inbox, responding directly or routing messages appropriately
• Send departmental communications and event announcements to broad audiences
• Perform other related duties as assigned in support of departmental operations

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