Staff Specialist

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.

The Forum for Congregational Life is seeking a Senior Staff Assistant to provide comprehensive administrative support for services to constituents and office operations. In this role, you will support financial processes, maintain data systems, and assist with day-to-day office operations. This position reports to the Administrative Coordinator and is fully funded by sponsored programs through December 31, 2028, with the possibility of renewal.

You will lead key administrative and financial functions, support grant-related processes, and ensure accurate tracking and reporting. This role also includes maintaining databases, supporting office operations, and assisting staff across multiple functions.

Minimum Requirements:

• 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.
• 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 an equivalent combination of education and relevant experience.

Preferred Qualifications:

• Working knowledge of Outlook, Excel, Word, and Airtable
• Ability to learn new programs quickly
• Excellent oral and written communication skills
• Strong organizational skills
• Ability to make decisions and exercise good judgment
• Ability to prioritize work assignments from multiple staff members
• Ability to be flexible when work assignments change on short notice
• Ability to multitask effectively

Be Bold.

Position Description:

• Lead end-to-end grant financial processes from contract preparation through final report submission for all Forum grant programs, including the Coordination program
• Train and coach staff assistants on Accounts Payable, Procurement, and Employee Travel and Reimbursement transactions; troubleshoot and resolve payment issues
• Process vendor payments, clear corporate card transactions, and enter expenses and deposits into the office database system
• Track returned vendor contracts, verify completeness of documentation, follow up as needed, confirm completion with director, and submit for payment through Duke's online system
• Track grant payment status (check/ACH) in SAP, record posting and encashment status, and follow up on uncashed checks
• Provide end-of-year grant reconciliation reporting for annual reporting to funder
• Maintain constituency and financial records in a consistent manner and audit for accuracy
• Compile and analyze data from constituency records; design and implement process improvements to enhance data integration and streamline operations
• Submit building maintenance requests and monitor progress through the online portal
• Monitor office and kitchen equipment; coordinate repairs and maintenance with supervisor and track completion
• Track and monitor flexible office space usage and resolve scheduling conflicts in coordination with supervisor
• Perform other related duties incidental to the work described

Choose Duke.

This position supports the work of the Forum for Congregational Life by ensuring efficient administrative operations, accurate financial processing, and effective data management.

R STaff

This position is fully grant funded through December 31, 2028 and may be renewed.

Learn more about Duke University's competitive benefits package.