Administrative Operations Specialist

Duke University; Durham (NC); On-site; USD 29,000 - 43,000; Full time

Job summary

Duke University in Durham, NC is seeking a Staff Assistant in the Psychology & Neuroscience department to support faculty, staff, students, and research initiatives. The role intersects human resources, finance, research administration, and operations within a dynamic academic environment.

Strong organizational skills, attention to detail, and discretion are essential to ensure success of programs and administrative processes.

Qualifications

• Two years of post-secondary education in administrative support, business administration, or a related field.
• Four years of related administrative, clerical, office management, human resources, financial support, or business operations experience.
• Equivalent combination of education and relevant experience.

Responsibilities

• Support the full lifecycle of student and staff employment activities through SuccessFactors, including position management, recruitment coordination, candidate tracking, onboarding, and employment transactions.
• Coordinate hiring activities by assisting managers with candidate review processes, offer preparation, and new hire onboarding.
• Process employee separations and other personnel actions.
• Track employee contracts and liaison with Trinity Human Resources.
• Coordinate visa-related processes in partnership with Duke Visa Services and support international employees through application and renewal processes.
• Monitor visa expiration timelines and maintain compliance documentation.
• Coordinate trial-period evaluations and partner with HR and leadership regarding employment actions as needed.
• Support biweekly and monthly timecard management and compliance activities.
• Maintain personnel records and confidential HR documentation.
• Coordinate participant payment activities supporting Psychology & Neuroscience research laboratories.
• Manage ClinCard administration and participant compensation processes.
• Process participant payments through Accounts Payable requests and reimbursements.
• Track, reconcile, and maintain payment records while ensuring financial accuracy and compliance.
• Administer Lafitte Undergraduate and Graduate Research Funds, including award coordination and closeout activities.
• Prepare and submit sponsor invoices using university-approved systems and processes.
• Manage recurring center subscriptions and service payments.
• Process purchase orders, vendor onboarding documentation, and Accounts Payable transactions.
• Coordinate day-to-day facilities support for departmental and research spaces.
• Serve as a primary point of contact for facilities-related requests and service needs.
• Submit and track work orders for maintenance, repairs, custodial services, and surplus requests.
• Coordinate logistics and catering support for recurring lab meetings and departmental events.
• Manage office and laboratory supply inventory and coordinate purchasing activities.
• Support print, copy, and scanning operations by monitoring equipment supplies and replenishment needs.
• Maintain Cypher lock administration, including master code management and battery replacement coordination.
• Coordinate departmental mail distribution and USPS mail retrieval.
• Manage parking pass administration.
• Coordinate recycling services and other operational support functions.
• Perform additional duties and special projects as assigned.

Skills

Organizational skills

Recordkeeping

Attention to detail

Confidentiality

Interpersonal skills

Customer service

Multitasking

Education

Two years post-secondary education

Job description

Duke University in Durham, NC is seeking a Staff Assistant in the Psychology & Neuroscience department to support faculty, staff, students, and research initiatives. The role intersects human resources, finance, research administration, and operations within a dynamic academic environment.

Strong organizational skills, attention to detail, and discretion are essential to ensure success of programs and administrative processes.