Administrative Support Associate

Duke University; Durham, Northern (NC, KY); Hybrid; USD 42,000 - 56,000; Full time

Job summary

Duke University Hospital is seeking an Administrative Support Associate to provide essential administrative, HR, and onboarding support across nursing departments. The role focuses on compliance reporting, timekeeping accuracy, and maintaining employee records in the API System.

The successful candidate will assist with onboarding, unit access, and staff scheduling while ensuring documentation compliance and strong confidentiality in line with hospital policies.

Qualifications

• High school education or equivalent required.
• Two years of administrative support experience or increasing variety/complexity.
• Health Payroll experience preferred.
• Proficiency with office software and handling confidential information.

Responsibilities

• Generate compliance reports and follow up on non-compliance.
• Review and edit timecards; support payroll processing.
• Develop departmental schedules to optimize staffing.
• Manage employee records and certifications in the API System.
• Provide onboarding support and unit access for new hires.
• Prepare orientation binders and conduct welcome meetings.

Skills

Organizational skills

Time management

Communication skills

Discretion with confidential data

Education

High school diploma or equivalent

Tools

Office management software

Job description

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At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together.

Job Title: Administrative Support Associate - Duke University Hospital

At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together.

Job band C2

Position Overview

The Administrative Support Associate is a key support role within the organization and is responsible for a wide range of operational, personnel management, human resources, and onboarding duties. The ideal candidate will ensure smooth and efficient operations, oversee departmental compliance and timekeeping programs and supports Nursing and Patient Care Services in various capacities. This position is part of a central pool and will support multiple nursing departments.

Key Responsibilities

Operations

• Generate compliance reports to ensure adherence to regulations. Follow up with team members as needed regarding compliance.
• Generate and analyze compliance reports.
• Perform basic budget tracking and analyze variances to maintain financial oversight.
• Review and edit timecards to ensure accurate employee time tracking.
• Manage time and attendance records to support payroll processing.
• Develop departmental schedules for nurses and nursing support roles to optimize resource allocation and ensure adequate staffing and operational efficiency.
• Process copy center order requests to support organizational documentation needs.
• Monitor and ensure compliance with mandatory training modules and requirements.
• Follow up with team members and provide monthly status reports and actions taken to address non-compliance.
• Manage employee records in the API System and maintain employee files.
• Ensure all compliance requirements are documented and meet regulatory requirements.
• Update degrees and certifications in the API System to keep employee records current.
• Track licenses/listing expiration dates using primary verification sources.
• Oversee annual revalidation compliance to uphold professional standards.
• Manage life support certification tracking to ensure staff qualifications.
• Submit requests for bonus payments for employee certifications.
• Understands policies and procedures related to degrees, certifications, licenses, listings, etc., and serves as a resource for team members.
• Problem solve ID badge issues

Human Resources Duties

• Handle the mailing of letters and correspondence to facilitate communication.
• Create and maintain employee personnel files to ensure organized record-keeping.
• Manage termination files, including sending them to Access storage for proper archival and retrieval.
• Primary contact for the Talent Care Center for HR transition issues.
• Enter LMC requests and serve as the contact for Talent Acquisition regarding LMCs.

Onboarding/Orientation Duties

• Assign lockers to new employees to provide secure personal storage and reassign lockers.
• Create orientation binders with essential information to support the onboarding process.
• Grant unit-based access to new employees to ensure they have the necessary permissions.
• Conduct welcome meetings to introduce new employees to the team and company culture.
• Provide time and attendance training for new hires.

Qualifications

• Proven experience in administrative support or related field.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Proficiency in office management software and systems.
• Ability to handle confidential information with discretion.

Required Qualifications at this Level

Education

High school education or equivalent.

Experience

Two years of administrative support experience of an increasing variety and/or complexity.Health Payroll experience preferred.

Degrees, Licensure, and/or Certification

N/A

Knowledge, Skills, and Abilities

Creatively uses PC, word processing and other office tools.

Thorough knowledge of department policies, procedures, and goals.

Duke is an 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 (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 have a responsibility to uphold these values.

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 essential job 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.

Nearest Major Market: Durham

Nearest Secondary Market: Raleigh

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