Administrative Assistant, Office of the Provost

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.

The Office of the Provost at Duke University is seeking a highly organized and proactive Administrative Assistant to join our team. In this pivotal role, you will provide confidential and complex administrative support to ensure the smooth operation of the Provost’s Office. You’ll be instrumental in coordinating meetings, managing calendars, supporting financial processes, and organizing events that bring together faculty, staff, and leadership.

This is a unique opportunity to be part of a forward-thinking team that is actively integrating AI-driven tools to transform administrative operations. You’ll help streamline workflows, improve efficiency, and enable staff to focus on strategic, high-impact initiatives that support the Provost’s mission.

You’ll thrive in this role if you enjoy working independently, managing multiple priorities, and collaborating across departments. Your contributions will directly support the Chief of Staff and other senior leaders, making this a highly visible and rewarding position.

Minimum Requirements

• Requires a general educational background normally equivalent to a full high school education plus two years of post-secondary education in a business-related field.
• Requires 4 years of related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles, and coordination of major office activities. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OREXPERIENCE.
• Proven experience in administrative support roles, preferably in higher education or a complex organizational setting.
• Strong oral and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Teams, and Zoom.
• Experience managing calendars and coordinating meetings for senior leadership.
• Ability to handle confidential information with discretion and professionalism.
• Experience with financial reconciliation and transaction processing in systems such as SAP.

Preferred Qualifications

• Demonstrated success working in a hybrid environment (2–4 days remote).
• Familiarity with project management and survey tools such as Asana and Qualtrics.
• Excellent time management and organizational skills with the ability to prioritize tasks effectively.
• Strong attention to detail and problem-solving abilities.
• Experience coordinating events, including logistics, vendor management, and guest communications.

Be Bold.

As the Administrative Assistant, you will:

• Coordinate cross-organizational meetings and events, including scheduling participants, securing locations, arranging catering, managing AV needs, and taking meeting notes.
• Manage a complex calendar for the Chief of Staff, including scheduling meetings and preparing materials.
• Support special events such as holiday parties and annual retreats, including guest list management, invitations, RSVPs, gifts, thank-you notes, and vendor coordination.
• Process financial transactions including invoice payments, procurement card reconciliations, and SAP entries (e.g., AP Check Requests, J/Vs, Purchase Orders). Maintain electronic documentation and provide monthly variance reports.
• Track tasks and initiatives using project management tools to ensure timely completion and accountability.
• Maintain the annual faculty listings on the Provost committee webpage.
• Manage office inventory and services, including ordering supplies, coordinating housekeeping, and facilitating access to building services (copiers, printers, card access, parking permits).
• Arrange travel for the Chief of Staff and other staff members as needed.

Choose Duke

The Office of the Provost is a central hub for academic leadership and innovation at Duke University. Our team is committed to fostering a culture of excellence, inclusion, and discovery. We support strategic initiatives that shape the university’s academic priorities and enhance the student, faculty, and staff experience.

Working in the Provost’s Office means being part of a collaborative and mission-driven environment where your work has a direct impact on Duke’s academic success. You’ll have access to professional development opportunities, a supportive team, and the chance to contribute to meaningful projects that advance Duke’s vision.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $44,766.00 to USD $71,706.00. 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 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/

Job Code: 00001004 ADMINISTRATIVE ASSISTANT
Job Level: 10

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 provision for requests for reasonable accommodation will be provided by each hiring department.