Staff Assistant/Front Desk Receptionist, Graduate School (30 hours per week)

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 and the unique perspectives that each member of our community brings. As the Staff Assistant/Front Desk Receptionist, you’ll be a vital contributor to a collaborative environment that supports the mission of The Graduate School. Your welcoming presence and organizational skills ensure that students, staff, faculty, and visitors experience Duke at its best—whether interacting in-person or virtually.

This position is regarded as having a reduced or abbreviated work schedule. Staff will participate in most benefits generally on a pro rata basis determined by the number of hours paid or worked as applicable. 

Be Bold.

In this role, you will help drive the operational excellence of The Graduate School by providing exceptional front‑line service, coordinating key events and meetings, and managing facilities needs. Your confidence, professionalism, and attention to detail will allow academic and administrative leaders to focus on high‑impact work—because of the foundation you provide.

What You’ll Do:

Serve as a Welcoming Point of Contact

• Greet and assist in-person and virtual visitors; determine and route inquiries to appropriate offices or partners.
• Maintain a strong working knowledge of Graduate School functions and operations to ensure accurate and effective support.

Provide Administrative and Calendar Support

• Support the Dean’s Office by scheduling appointments, conferences, seminars, speaking engagements, and events.
• Manage calendars, coordinate logistics, and provide general administrative assistance for leadership needs.
• Prepare reports for the Dean’s Office, including gathering data, creating charts, summarizing findings, and drafting narrative descriptions.

Manage Facilities and Operational Needs

• Serve as the Graduate School’s facilities manager; submit and monitor work orders and collaborate with Facilities Management, Environmental Services, and outside vendors.
• Ensure facilities issues are addressed promptly, accurately, and with attention to quality and safety.

Support Office Operations

• Maintain inventory of office and kitchen supplies.
• Receive, sort, and distribute daily mail and deliveries.
• Compose correspondence requiring interpretation of departmental policies and procedures.
• Independently determine which items require the supervisor’s review.

Advance Special Projects

• Partner with the Dean’s Office and other Graduate School divisions on ad‑hoc and project‑based assignments as directed by the supervisor.

Supervisory Responsibilities

• None.

Education

• Two years of post‑secondary education or a related business field providing broad administrative knowledge.

Experience & Skills

• Four years of related administrative assistant experience supporting complex office functions including communications, office management, and budgetary or accounting processes.
• Demonstrated commitment to equity, inclusion, and creating a welcoming environment.
• OR any equivalent combination of relevant education and experience.

Choose Duke.

Duke is a community built on collaboration, curiosity, and a shared commitment to making a meaningful impact. In The Graduate School, you’ll support academic and administrative leaders who shape the future of graduate education while helping build an environment where every student, staff member, and faculty member can thrive.

Ready to Make a Difference?

Apply now and help us build a stronger, smarter, and more connected future.