Staff Specialist

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 Specialist for the Departments of Biology and Evolutionary Anthropology, you’ll be a vital part of a collaborative, interdisciplinary team that supports students, faculty, and staff from diverse backgrounds. You’ll help foster a culture of operational excellence and inclusive service across two dynamic academic departments.

Be Bold.

The Staff Specialist bridges people, processes, and technology across three key areas: Office Management, Graduate Studies Support, and HR/Visa Coordination. You’ll be the go-to person for ensuring smooth day-to-day operations, supporting departmental leadership, and enhancing the experience of students, faculty, and staff.

What You’ll Do:

Office Management

• Serve as the first point of contact for both departments, managing high-volume communications and shared inboxes.
• Oversee mailroom operations, kitchen spaces, and office supply inventory across multiple locations.
• Maintain and support departmental office equipment, including printers, copiers, and telecommunications.
• Coordinate room scheduling using EMS, 25Live Pro, and other platforms for meetings, seminars, and events.
• Manage departmental key distribution and tracking.
• Provide backup support for weekly departmental newsletters.

Graduate Studies Support

• Coordinate graduate student recruitment visits, including travel logistics and meeting schedules.
• Organize new graduate student orientations and related materials.
• Maintain DGS office websites and manage databases for over 100 graduate students.

HR and Visa Support

• Ensure timely payroll submissions and promote direct deposit usage.
• Monitor student work-study hours and assist with cost distribution tracking.
• Compile visa documentation for HR Manager review.
• Coordinate Academic Jobs Online (AJO) postings and JobX undergraduate recruitment workflows.

Other Duties

• Support special projects and additional administrative tasks as needed.

Anticipated Pay Rate:

Duke University provides an annual base salary range for this position as USD $18.92/hr to USD $28.09/hr.  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 pay check.  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/

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.

Choose Duke.

What You Bring:

• Education typically acquired through two years of postsecondary study.
• Three years of clerical or research experience, or equivalent combination of education and experience.
• Bachelor’s degree may substitute for education and two years of experience.

Preferred Skills:

• Proven success managing multi-stakeholder processes.
• Proficiency in Microsoft Office Suite and collaboration tools.
• Strong oral and written communication skills.
• Familiarity with database management and specialized platforms (EMS, 25Live, AJO, JobX).
• Exceptional organizational and interpersonal skills.
• Detail-oriented with a proactive, problem-solving mindset.

Ready to Make a Difference?

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

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 onthe 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.