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. Schedule and coordinate arrangements for speaking engagements, attendance at 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, requiring interpretation and application of departmental policies, procedures, rules, and regulations; determine which correspondence to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities.
• Responsible for completing the R&R department’s monthly budget and monthly report. Responsible for ensuring the timely clearing of corporate card purchases for assigned staff. Keep an accurate database of expense charges for each staff member. Coordinate reimbursements and payments.
• Serve as primary contact for office equipment needs, including phone lines, faxes, copiers, office supplies, and mail. Maintain office machines and distribute mail and faxes. Facilitate the delivery of key documents to Duke Departments/offices. Assist the Administrative Assistant Sr. as requested.
• Resolve office problems independently and facilitate solutions; confer with supervisor to resolve more complex situations. Oversee maintenance requests for building, housekeeping, and copier issues. Organize interoffice moves, including furniture allocation, telephone setup, phone number reassignment, making of door name tags, and submitting request for surplus to be picked up.
• Participate in staff meetings and training sessions.

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.

Education: Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post‑secondary education in secretarial science or a related business field.

Experience: 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.

• Demonstrate sound problem‑solving capabilities.
• Possess excellent written and oral communication skills.
• Demonstrate the ability to multitask and excellent time‑management skills.
• Demonstrate the ability to proactively plan and prioritize workload to meet deadlines with minimal instruction.
• Demonstrate ability to maintain confidentiality of sensitive information.
• Display initiative in supporting the Rewards & Recognition and DHIP Benefits leadership teams.
• Showcase proven ability to work both independently and within a team with excellence, dignity, and respect.
• Proficient in Microsoft Word, Excel, PowerPoint.
• Ideally, have familiarity with Duke systems and processes.

Duke is an affirmative action/equal opportunity employer committed to providing employment opportunities without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

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