Staff Assistant

Duke Careers

. Process vendor payments and corporate card reconciliations through Duke's online systems .

Posted 9/18/2026full-timeDurham • North Carolina • United StatesLead💰 $21 - $29 per hourWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong organizational and time-management abilities while managing multiple projects and priorities. Proficient in financial record maintenance, vendor payment processing, and effective communication with stakeholders.

Highest-signal resume keywords

Vendor Payment ProcessingFinancial Record MaintenanceStrong Written And Verbal CommunicationOrganizational And Time-Management AbilitiesProficient In Outlook, Excel, Word, And Airtable

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Financial Record MaintenanceVendor Payment ProcessingClerical And Accounting PrinciplesEvent Logistics CoordinationData ManagementReport GenerationContract ManagementReimbursement ProcessingDeposit ProcessingMeeting Coordination

Soft Skills

Strong Written And Verbal CommunicationExcellent Organizational AbilitiesAttention To DetailFlexibility And AdaptabilityCustomer Service Commitment

Tools & Technologies

OutlookExcelWordAirtable

Industry Keywords

Administrative SupportOffice ManagementClerical SupportAccounting SupportEvent Coordination

About the role

Key responsibilities & impact

Process vendor payments and corporate card reconciliations through Duke's online systems
Prepare and process deposits and payment transactions
Maintain accurate financial records and expense documentation
Process program-related refunds and reimbursements
Generate and format monthly reconciliation reports
Maintain and audit constituent records
Compile and distribute reports for directors and program coordinators
Support data management for program planning and decision-making
Serve as a welcoming first point of contact for visitors, participants, and stakeholders
Manage phone calls and email inquiries
Schedule meetings, appointments, office gatherings, and calendar activities
Coordinate meeting logistics, room reservations, parking, and virtual meeting support
Prepare correspondence, meeting materials, and administrative documentation
Maintain digital files, records, reports, and reference materials
Order and monitor office and kitchen supplies
Assist with general office operations
Process event registrations and troubleshoot registration issues
Support participant travel arrangements and reimbursement processing
Prepare registration materials, confirmations, and event resources
Assist with virtual and in-person event logistics, including venues, catering, audio-visual support, travel, lodging, constituent and speaker support, and onsite execution
Prepare contract templates and supporting documentation
Route contracts for review and signatures
Track contract completion and follow up as needed
Coordinate payment processing after services are completed
Assist with special projects and additional departmental responsibilities

Requirements

What you’ll need

Working knowledge of Outlook, Excel, Word, and Airtable
Strong written and verbal communication skills
Excellent organizational and time-management abilities
Ability to prioritize competing responsibilities and meet deadlines
Sound judgment and strong attention to detail
Flexibility and adaptability in a dynamic work environment
Ability to learn new systems and technologies quickly
Commitment to delivering excellent customer service
Proven ability to manage multiple projects simultaneously
Broad knowledge of clerical and accounting principles and practices typically acquired through two years of post-secondary education in secretarial science, business administration, or a related field
Three years of related administrative, clerical, office management, communications, or accounting support experience
Equivalent combinations of education and relevant experience will be considered

Benefits

Comp & perks

Comprehensive and competitive medical and dental care programs
Generous retirement benefits
Family-friendly and cultural programs
Opportunities for professional growth and development
Comprehensive benefits and well-being resources
Collaborative and inclusive culture
Mission-driven workplace focused on making a difference