Staff 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.

The Division of Student Success in the Office of Undergraduate Education is seeking an Administrative Assistant to support the daily operations and programming activities of the division. This position contributes to enhancing undergraduate education at Duke by providing administrative support that helps ensure efficient and effective operations across Student Success units.

You will serve as a primary point of contact for students, parents, faculty, and staff, helping address inquiries and connecting individuals with appropriate resources. You will support office operations by maintaining records, managing calendars, coordinating facilities requests, assisting with onboarding activities, tracking supplies and purchases, and supporting data collection and reporting efforts.

The Office of Undergraduate Education is committed to creating an accessible, supportive environment and an educational experience that recognizes diversity and cultural competence as integral components of academic and organizational excellence. Candidates who can contribute to that goal and meet the qualifications for this position are encouraged to apply and identify their strengths in this area.

Minimum 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 or a related business field.
• Work generally requires four years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.
• OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Preferred Qualifications

• Bachelor's degree preferred.
• Strong oral, written, and intercultural communication skills.
• Sound planning, organizational, and problem-solving skills.
• Proficiency with Microsoft Office Suite and familiarity with data management systems.
• Experience working directly with and elevating the ideas of people from diverse racial, ethnic, and socioeconomic backgrounds.
• Ability to serve as an advocate for individuals of all backgrounds.

Other Requirements

• Ability to maintain confidential information and records.
• Ability to work effectively with students, faculty, staff, parents, and campus partners.

This position is primarily performed onsite at the designated work location. Remote work is available one day per week, with additional flexibility during the summer and scheduled breaks.

Be Bold.

Position Description:

• Serve as the first point of contact for email, phone, and in-person inquiries; provide assistance and referrals to students, parents, faculty, staff, and visitors.
• Interpret directives, policies, and regulations affecting the division and communicate updates to appropriate staff.
• Maintain management and procedural manuals, records, reports, correspondence, and other office documentation.
• Compile, summarize, and analyze data to support weekly, monthly, annual, and special reports.
• Review reports for accuracy and bring significant issues, changes, errors, or omissions to the attention of leadership.
• Organize and maintain financial records, service records, and operational documentation in collaboration with the finance and administration team.
• Manage division and staff calendars and assist with meeting scheduling and coordination.
• Support website updates and maintenance of data management systems.
• Coordinate key distribution, parking passes, mail and package distribution, and student resource processes.
• Coordinate facilities requests, office space management, building access, maintenance, and housekeeping services.
• Operate and maintain office equipment and coordinate purchases of office, equipment, and promotional supplies.
• Monitor inventory and maintain supplies and materials.
• Assist with onboarding and hiring activities for new staff.
• Coordinate space and equipment reservations.
• Record and distribute meeting minutes for Student Success units as requested.
• Coordinate special projects, programs, and events across the division, including vendor research and selection, scheduling speakers, coordinating locations, and monitoring event budgets.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Choose Duke.

The Division of Student Success supports undergraduate students throughout their Duke experience by providing programs, services, and resources that promote academic achievement, engagement, and personal success. This role offers the opportunity to work closely with students, faculty, and staff while supporting initiatives that contribute to student success and the mission of Duke University.

The Office of Undergraduate Education values excellence, inclusion, collaboration, and student-centered service. Join a team dedicated to creating a welcoming and supportive environment where all students can thrive