Staff Assistant

Occupational Summary

The primary responsibility of the staff assistant position is to provide administrative and secretarial support to the Duke HR‑Rewards & Recognition and DHIP Benefits departments to relieve management teams of varied clerical and administrative responsibilities, and to maintain efficiency in organizational operations. The role reports to the Administrative Assistant Sr., Duke HR‑Total Rewards.

• Maintain calendars and schedules for the Rewards & Recognition and DHIP Benefits management teams; schedule committee and vendor meetings; coordinate speaking engagements, seminars, and conferences; manage online conference rooms and serve as the main point of contact for meeting spaces; make travel arrangements and itineraries for assigned staff.
• Organize and maintain divisional or departmental files of records, reports, and correspondence required for reference and efficient operation of departments.
• Compose letters and statements independently, applying departmental policies, procedures, rules, and regulations; determine which correspondence requires a response or supervisory attention based on content and program knowledge.
• Complete the R&R department’s monthly budget and report; ensure timely clearing of corporate card purchases for assigned staff; maintain an accurate expense database and coordinate reimbursements and payments.
• Serve as primary contact for office equipment needs, including phone lines, fax, copiers, office supplies, and mail; maintain office machines and distribute mail and faxes; facilitate delivery of key documents to Duke departments/offices.
• Resolve office problems independently and facilitate solutions; oversee maintenance requests for building, housekeeping, and copier issues; organize interoffice moves, including furniture allocation, telephone setup, phone number reassignment, and door name tag creation.
• Participate in staff meetings and training sessions.

• Education: Two years of post‑secondary education in secretarial science or a related business field, or equivalent combination of training and experience.
• Experience: Four years of related secretarial/clerical experience in office management, communications, and budgetary/accounting activities, or an equivalent combination of education and experience.
• Demonstrated knowledge of clerical and accounting principles and practices.
• Ability to interpret and apply departmental policies and procedures.

• Sound problem‑solving capabilities.
• Excellent written and oral communication skills.
• Strong multitasking and time‑management abilities.
• Proactive planning and prioritizing workload to meet deadlines with minimal instruction.
• Confidentiality of sensitive information.
• Initiative in supporting the Rewards & Recognition and DHIP Benefits leadership teams.
• Teamwork and independent work with excellence, dignity, and respect.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Preferable familiarity with Duke systems and processes.

Duke University provides an annual base salary range for this position as USD $19.80 to USD $30.63. The university considers factors such as scope and responsibilities of the position, candidate experience and education, internal equity, market and organizational considerations when extending an offer.

Your total compensation includes comprehensive medical and dental care, generous retirement benefits, and a wide array of family‑friendly and cultural programs. Learn more at: (Use the "Apply for this Job" box below)./

Certain jobs may include essential job functions that require specific physical and/or mental abilities. Additional information and accommodation requests will be provided by each hiring department.