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.

Positional Summary

The Staff Assistant provides administrative, communications, and programming support for the Dean of Students Office with a primary focus on student-facing programs, events, and daily operations. This role serves as a key point of contact for students, families, staff, and campus partners, ensuring efficient office operations and a welcoming environment. The position supports multiple functional areas, manages administrative processes, and assists with major programs such as New Student Orientation and Family Weekend. The Staff Assistant works collaboratively, balances competing priorities, and adapts to the academic calendar and evolving office needs. This position is expected to generally be 100% on site.

Key Position Duties

Administrative Support - 70% of Effort

• Serve as the primary point of contact for the Dean of Students Office, responding to phone, email, and in-person inquiries using sound judgment.
• Schedule and coordinate meetings and appointments for leadership and staff; manage calendars; organize job searches and campus visits.
• Maintain office files, records, reports, and correspondence; remain knowledgeable of office protocols and procedures.
• Compile, summarize, and review data and reports for supervisors; assist with presentations and staff meeting materials.
• Coordinate office communications including newsletters, website updates, and social media monitoring.
• Manage room reservations and event spaces; coordinate with Facilities on space needs and work orders.
• Maintain and reconcile financial records, procurement card transactions, interdepartmental transfers, and travel reports.
• Order supplies and manage office inventory.

Program and Event Support - 25% of Effort

• Provide administrative and logistical support for New Student Orientation, Family Weekend, and other major programs.
• Assist with event planning including space reservations, room setup, volunteer coordination, materials preparation, and on-site support.
• Coordinate event calendars and ensure accurate scheduling and communication of program details.
• Support outreach and engagement efforts related to programs and events.

Other- 5% of Effort

• Perform related duties as assigned or required to meet departmental, Division and University goals and objectives, as assigned by their Supervisor, Director, or respective designees.

The intent of this job description is to provide a representative outline of the type of responsibilities that will be required of positions given this title and shall not be construed as all-encompassing or as a declaration of all specific duties and responsibilities of this position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Anticipated Pay Range:

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

Minimum Qualifications:

Required Minimum Qualifications

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.

Experience

Work generally requires three 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 and equivalent combination of education and relevant experience.

Strongly Preferred Experiences

Bachelor's degree from an accredited four-year institution and prior experience working in a college or university environment. Experience working directly with students, parents, and families is strongly preferred.

Preferred Skills and Competencies

• Excellent written, verbal, and interpersonal communication skills.
• Strong customer service orientation and professionalism.
• Ability to multitask, prioritize, and manage competing deadlines.
• Demonstrated effectiveness working in team-based environments.
• Sound judgment and discretion when handling confidential information and sensitive situations.
• Proficiency with office productivity tools, databases, and web platforms.
• Knowledge of university financial practices, travel policies, and privacy regulations
• OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.