Administrative Assistant

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 celebrate individuality, curiosity, and the unique experiences that each member of our community brings. As the Administrative Assistant for Student Well-being, you will play an essential role in supporting the health, wellness, and success of Duke students.

You will join a collaborative team dedicated to delivering exceptional service across Student Health, Counseling and Psychological Services (CAPS), and Health Promotion. Your work will help ensure operational excellence while supporting a welcoming and inclusive environment where students can thrive.

Be Bold.

The Administrative Assistant serves as a trusted partner in supporting financial operations, patient services, inventory management, and administrative processes within Student Well-being. This role offers the opportunity to make a direct impact on student care while contributing to the efficiency and effectiveness of critical campus health and wellness services.

What You'll Do

Support Financial Excellence

• Assist with budget preparation, financial reporting, and expenditure tracking.
• Maintain and reconcile financial records, procurement card transactions, journal vouchers, and interdepartmental transfers.
• Coordinate travel arrangements and process expense reimbursements.
• Support purchasing activities, including purchase order creation and management.
• Monitor program and event budgets and provide expense summaries to leadership.
• Maintain records related to professional licensure fees and annual budget planning.
• Interpret and apply departmental and university financial policies.
• Identify and coordinate with vendors to support departmental operations.
• Develop and maintain standard operating procedures in partnership with Student Well-being leadership.
• Provide accurate financial updates and reporting to stakeholders to support informed decision-making.

Support Patient Billing and Administrative Processes

• Review patient accounts to ensure accurate charge capture and billing documentation.
• Collaborate with healthcare providers and administrators to resolve billing discrepancies.
• Release patient charges for insurance processing.
• Facilitate billing reconciliation for services provided by Duke Health and external partners.
• Support operational processes that help students receive timely and accurate healthcare services.

Manage Inventory and Operational Resources

• Order, track, and maintain office, clinical, and program supplies.
• Coordinate inventory management processes with campus partners and vendors.
• Support financial compliance through procurement and inventory reconciliation activities.
• Maintain inventories of promotional materials and department resources.
• Help minimize waste through inventory monitoring and supply rotation practices.
• Ensure compliance with safety standards and inventory control procedures for clinical supplies.

Deliver Outstanding Student Service

• Serve as a welcoming first point of contact for students seeking services within Student Health.
• Register patients and collect required demographic and insurance information.
• Verify insurance coverage to support seamless appointment scheduling and billing.
• Schedule appointments and maintain accurate records within the electronic medical record system.
• Process, organize, and manage medical documentation while maintaining strict confidentiality and compliance standards.

Collaborate and Contribute

• Participate in team meetings, projects, and continuous improvement initiatives.
• Support departmental goals through additional administrative and operational responsibilities as needed.
• Contribute to a culture of collaboration, service excellence, and student-centered care.

What You'll Bring

Required Qualifications

• High school education plus two years of post-secondary education in a business-related field.
• Four years of related administrative, business, budgeting, accounting, or office management experience.

Equivalent combinations of education and relevant experience will be considered.

Preferred Skills and Experience

• Exceptional written, verbal, and interpersonal communication skills.
• Strong customer service orientation and ability to build positive relationships.
• Experience working in a fast-paced healthcare, medical, or higher education environment.
• Demonstrated success working collaboratively within team environments.
• Sound judgment and professionalism when handling sensitive or confidential information.
• Experience with financial systems, budgeting practices, and operational reporting.
• Familiarity with SAP, Duke@Work, or similar financial management systems.
• Strong organizational skills with the ability to manage multiple priorities effectively.
• Proficiency in Microsoft Office Suite, databases, and web-based applications.
• Understanding of university business practices and financial compliance standards.
• Knowledge of student privacy regulations, HIPAA, and information confidentiality requirements.
• Commitment to continuous learning and professional development.

Choose Duke.

At Duke, you'll find more than a job. You'll become part of a community dedicated to innovation, learning, wellness, and making a meaningful difference every day.

We invest in our employees by fostering professional growth, encouraging collaboration, and creating opportunities to contribute to work that supports one of the nation's leading institutions of higher education and healthcare.

Whether you're supporting operational excellence, improving the student experience, or building trusted relationships across campus, your work at Duke helps strengthen a healthier and more connected community.

Ready to Make a Difference?

Join a team committed to supporting student success and well-being. Apply today and bring your talents to Duke, where you can be yourself, make an impact, and grow your career.

Be You. Be Bold. Choose Duke.