Administrative Operations Specialist

Duke Careers; Durham (NC); Hybride; USD 46 000 - 73 000; Plein temps

Résumé du poste

Duke University in Durham, NC is seeking an Administrative Operations Specialist to support faculty, staff, and students across the Department of Electrical and Computer Engineering. You will coordinate onboarding and offboarding, track progress, manage system access, and maintain documentation.

This role requires a bachelor's degree or equivalent, strong organizational and communication skills, and proficiency with Microsoft Office.

Qualifications

• Bachelor’s degree or equivalent combination of relevant education and experience.
• One year of experience in program administration, operational administration, business operations, or related administrative support.
• Proficiency with Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint.
• Strong organizational, communication, and problem-solving skills.
• Demonstrated ability to coordinate multiple processes simultaneously.

Responsabilités

• Coordinate faculty and staff onboarding and offboarding activities, including administration of established checklists, tracking task completion, requesting required system access, maintaining documentation, and communicating with departmental and University partners.
• Support faculty departures by coordinating offboarding processes, monitoring completion of required actions, assisting with equipment transfers, facilitating lab closeout activities, tracking deadlines, leading operational meetings, and providing regular status updates to departmental leadership.
• Manage the department's student employment processes, including assisting with position postings, hiring and onboarding activities, monitoring completion of required employment documentation and training, coordinating system access, maintaining employee records, and serving as a resource for student employees and supervisors.
• Develop and maintain tracking systems to monitor onboarding, offboarding, student employment, operational activities, and departmental initiatives to ensure timely completion of required actions and accurate recordkeeping.
• Compile data and prepare routine reports, summaries, and operational updates for departmental leadership. Monitor progress, identify discrepancies, track outstanding items, and provide information to support business decisions and operational planning.
• Maintain and reconcile departmental financial trackers, verify supporting documentation, research discrepancies, prepare analyses, and provide recommendations and observations regarding trends, issues, and process improvements.
• Assist in the development, enhancement, and maintenance of process documentation, standard operating procedures, checklists, training materials, and reference guides that promote operational consistency and continuity.
• Provide administrative and operational support to faculty, staff, and departmental leadership by responding to inquiries, answering process-related questions, troubleshooting routine issues, and escalating matters involving policy interpretation, compliance concerns, personnel decisions, or operational risk.
• Collaborate with departmental and University partners to ensure compliance with established procedures, improve operational efficiency, and support exceptional customer service throughout the department.

Connaissances

Organizational skills

Attention to detail

Communication

Problem solving

Customer service

Formation

Bachelor’s degree or equivalent

Business degree preferred

Outils

Microsoft Office

Description du poste

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Work Arrangement: Hybrid (On-Site and Remote mix)

Requisition Number: 276960

Regular or Temporary: Regular

Location: Durham, NC, US, 27710

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 Department of Electrical and Computer Engineering is seeking a highly organized and detail-oriented Administrative Operations Specialist to join our team. In this role, you will help ensure the smooth operation of key departmental programs and administrative processes that support faculty, staff, and students. You'll serve as a central coordinator for activities including student employment, faculty onboarding and offboarding, operational tracking, financial reconciliation, and process documentation.

This position offers an opportunity to work across a broad range of departmental functions while building strong relationships with faculty, staff, students, and University partners. You will help keep critical processes moving forward by coordinating activities, maintaining records, tracking progress, resolving routine issues, and ensuring established procedures are followed consistently.

Success in this role requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities while providing excellent customer service. You'll play an important role in supporting departmental operations by maintaining accurate records, developing tracking tools, preparing reports, and helping improve administrative processes.

• Bachelor's degree or equivalent combination of relevant education and experience is generally required.
• One year of experience in program administration, operational administration, business operations, or related administrative support. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
• Demonstrated experience coordinating multiple processes, projects, or operational activities simultaneously.
• Strong organizational, communication, and problem-solving skills.
• Proficiency with Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint.

Preferred Qualifications

• Bachelor’s degree in business administration or a related field.
• Experience coordinating administrative or operational processes within higher education, academic medicine, research, or another complex organization.
• Experience supporting hiring, onboarding, offboarding, student employment, or payroll-related processes.
• Experience maintaining financial records, reconciling data, and generating reports.
• Advanced proficiency in Microsoft Excel, including formulas, sorting, filtering, data analysis, and reconciliation functions.
• Experience developing process documentation, training materials, workflows, and tracking tools.
• Knowledge of SharePoint or similar collaboration platforms.
• Demonstrated ability to maintain confidential personnel, student, and financial information with discretion.

Be Bold.

Position Description:

• Coordinate faculty and staff onboarding and offboarding activities, including administration of established checklists, tracking task completion, requesting required system access and resources, maintaining documentation, and communicating with departmental and University partners.
• Support faculty departures by coordinating offboarding processes, monitoring completion of required actions, assisting with equipment transfers, facilitating lab closeout activities, tracking deadlines, leading operational meetings, and providing regular status updates to departmental leadership.
• Manage the department's student employment processes, including assisting with position postings, hiring and onboarding activities, monitoring completion of required employment documentation and training, coordinating system access, maintaining employee records, and serving as a resource for student employees and supervisors.
• Develop and maintain tracking systems to monitor onboarding, offboarding, student employment, operational activities, and departmental initiatives to ensure timely completion of required actions and accurate recordkeeping.
• Compile data and prepare routine reports, summaries, and operational updates for departmental leadership. Monitor progress, identify discrepancies, track outstanding items, and provide information to support business decisions and operational planning.
• Maintain and reconcile departmental financial trackers, verify supporting documentation, research discrepancies, prepare analyses, and provide recommendations and observations regarding trends, issues, and process improvements.
• Assist in the development, enhancement, and maintenance of process documentation, standard operating procedures, checklists, training materials, and reference guides that promote operational consistency and continuity.
• Provide administrative and operational support to faculty, staff, and departmental leadership by responding to inquiries, answering process-related questions, troubleshooting routine issues, and escalating matters involving policy interpretation, compliance concerns, personnel decisions, or operational risk.
• Collaborate with departmental and University partners to ensure compliance with established procedures, improve operational efficiency, and support exceptional customer service throughout the department.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Choose Duke.

The Department of Electrical and Computer Engineering is a collaborative and innovative academic community dedicated to advancing education, research, and technological discovery. As part of one of the nation’s leading research universities, you will work alongside faculty, staff, and students who are making meaningful contributions in areas ranging from computing and artificial intelligence to communications, energy systems, and emerging technologies.

At Duke University, you'll find opportunities to grow professionally while contributing to a mission-driven organization committed to excellence, innovation, and service. You'll join a supportive team environment where collaboration, continuous improvement, and exceptional service are highly valued.

Job Code: 00002321 PROGRAM COORD

Job Level: 10

Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $45,661.00 to USD $73,140.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

Equal Opportunity Employer:

Duke is an Equal Opportunity Employer committed to providing employment opportunity withoutregard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex (including pregnancy and pregnancy- related conditions), sexual orientation, or military 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 havea responsibility to uphold these values.

Essential Physical Job Functions:

Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and reasonable accommodation(s) can be requested with Duke Access and Accommodations Services (email: [e-mail]; phone: [phone]).

Nearest Major Market: Durham
Nearest Secondary Market: Raleigh

Read more about Duke’s commitment to affirmative action and nondiscrimination at hr.duke.edu/eeo.