Administrative 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.

Be You.

At Duke, we celebrate individuality and the unique perspectives that each member of our community brings. As anAdministrative Assistant in the Department of Economics, you'll play an essential role in supporting faculty, staff, scholars, and students while helping advance the department's academic, research, and operational excellence.

In this highly collaborative role, you'll work across human resources, payroll, financial administration, and departmental operations to create an exceptional experience for members of our academic community. Your attention to detail, commitment to service, and ability to build strong relationships will help ensure the department runs smoothly and efficiently.

Be Bold.

As a trusted administrative professional, you'll take ownership of key business processes that support the success of faculty, staff, students, and visitors. You'll have opportunities to improve workflows, contribute to strategic initiatives, and help foster a welcoming, inclusive environment.

What You'll Do

Human Resources & Payroll Support

• Coordinate human resource and payroll transactions for faculty, staff, research personnel, postdoctoral scholars, and student employees.
• Support recruitment activities including job postings, applicant tracking, interview scheduling, onboarding, transfers, and employee separations.
• Maintain accurate personnel records and ensure compliance with university, school, and regulatory requirements.
• Process employment and payroll transactions, including new hires, transfers, funding updates, salary adjustments, supplements, and payroll corrections.
• Serve as a resource on routine HR policies, procedures, and payroll processes.
• Assist with employee relations activities and support consistent policy application across the department.
• Coordinate visa sponsorship and immigration-related documentation for international employees, scholars, and visitors.
• Monitor visa timelines and ensure timely submission of required materials.
• Partner with faculty sponsors and university offices to support visitor onboarding and arrival logistics.
• Track payroll activity, identify discrepancies, and collaborate with appropriate stakeholders to resolve issues.
• Generate reports and provide insights that support continuous improvement of HR and payroll operations.

Operations & Administrative Leadership

• Supervise administrative support staff and student assistants serving the department's administrative suite.
• Help develop and implement standard operating procedures that enhance efficiency and service quality.
• Coordinate daily office coverage and ensure consistent administrative support during regular business hours.
• Provide backup support for administrative functions within the Chair's Office and Administrative Suite.
• Manage building and room access for students, visiting scholars, and affiliated faculty.
• Coordinate departmental meetings, events, staff engagement activities, celebrations, and special projects.
• Partner with department leadership to support operational initiatives and improve administrative services.

Financial Administration & Expense Management

• Monitor open expense reports and Concur transactions and communicate reminders as needed.
• Serve as a delegate for faculty cardholders by preparing, reviewing, and submitting expense reports.
• Ensure expenses are properly documented, allowable, and aligned with Duke policies and business purpose requirements.
• Process financial transactions including purchase orders, check requests, reimbursements, and other departmental expenses.
• Maintain documentation and resources to support compliance with financial policies and procedures.

Continuous Improvement

• Identify opportunities to improve processes, workflows, and service delivery.
• Support departmental projects and operational initiatives that contribute to organizational success.
• Perform other duties as assigned in support of departmental goals.

What You'll Bring

Required Qualifications

Education

• High school education plus two years of post-secondary education in a business-related field; or an equivalent combination of education and experience.

Experience

• Four years of related administrative or business experience involving personnel administration, payroll, accounting, budgeting, or office operations.
• Experience supporting academic environments, HR/payroll functions, or higher education operations is beneficial.
• A bachelor's degree in a business-related field may substitute for two years of required experience.

Preferred Skills & Competencies

We are especially interested in candidates who bring:

• Experience supporting human resources, payroll, employee relations, or administrative operations.
• Supervisory or team leadership experience.
• Familiarity with HR and payroll systems such as Duke@Work, SAP, SuccessFactors, or similar platforms.
• Proficiency with Microsoft Office and business management systems.
• Strong organizational skills with exceptional attention to detail.
• Excellent analytical, critical thinking, and problem-solving abilities.
• Effective written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities in a dynamic environment.
• Professional judgment and discretion when handling confidential information.
• A proactive mindset focused on continuous improvement and customer service excellence.

Why Duke?

At Duke, you'll join a world-class institution committed to education, research, innovation, and service. You'll work alongside talented colleagues who are passionate about making a meaningful impact while benefiting from a culture that values collaboration, inclusion, growth, and professional development.

Choose Duke.

Join a community where your talents are valued, your contributions make a difference, and your work supports the success of students, faculty, researchers, and staff every day.

Ready to Make a Difference?

Apply now and help support a thriving academic community at Duke University.