Job description

Occupational Summary

The Administrative Assistant provides high-level operational and financial support within the Office of Associate Vice President and Deputy Treasurer. This position manages a variety of accounting and administrative processes for Treasury and Cash Management (TCM) and serves as a liaison with departments, schools, and management centers throughout Duke University and Duke University Health System.

Work Performed

Serves as the primary point of contact in Treasury and Cash Management for requests, questions, and issues regarding a wide range of Human Resource activities. This position initiates IForms documents and is the liaison for resolving HR administrative matters. The Administrative Assistant is accountable for having a robust working knowledge of personnel policies and assists the directors and managers in resolving HR administrative issues and in the recruitment of employees.

Coordinates and participates in the budget process for Treasury and Cash Management by gathering and analyzing departmental budget inputs and preparing subsidiary schedules. This position has responsibility for maintaining position data, FTE schedules, and organization charts and assists in budget projections and collecting data for salary setting.

Manages a variety of monthly complex accounting tasks involved in maintaining accurate financial records such as reconciling financial statements, processing journal entries, analyzing fund balances, and processing accounting documents.

Resolves service issues associated with automated teller machines on campus, serving as the liaison between the vendor/bank and the internal Duke departments for payment issues and questions, responds to requests for new ATMs, and coordinates installations or relocations of ATMs on campus.

Handles communications with individuals at all levels in and outside of Duke University, and responds and redirects inquiries with tact and discretion.

Screens and prioritizes correspondence and inquiries and independently responds when appropriate. Drafts correspondence for the AVP & Deputy Treasurer.

Independently resolves building maintenance and service issues.

Coordinates and schedules meetings for the AVP & Deputy Treasurer, maintains files, and other office-related tasks.

Provides interim assistance in TCM, as needed, for project work.


Expert use of Microsoft Office products, including Outlook, Word, Excel, PowerPoint. Knowledge of SAP is preferred.

Superior organizational and interpersonal skills with a demonstrated ability to work independently, organize and track large quantities of data and to interact effectively with diverse populations spanning many levels of the institution.

Ability to accurately research complex issues.

Excellent command of the English language with an emphasis on proficiency in writing, editing, and proofreading.

Financial acumen to include accounting and budget terminology, journal entries, analytical skills and reasoning.

Ability to exercise good judgment, creativity and initiative in resolving problems, managing projects, and interacting with a variety of constituencies, frequently handling sensitive and confidential material and information.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Minimum Qualifications


Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field.


Work requires 4 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity 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.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 4/2/2021
Application Due: 4/16/2021
Work Type: Full Time