HR Administrative Specialist — Rewards & Benefits

Duke Clinical Research Institute; Durham (NC); On-site; USD 20,000 - 31,000; Full time

Benefits offered by this job

Comprehensive medical and dental care

Generous retirement benefits

Family-friendly and cultural programs

Job summary

A leading clinical research organization in Durham is seeking a Staff Assistant to provide administrative support to HR departments. Key responsibilities include managing schedules, organizing departmental files, and handling communications. The ideal candidate will have a background in secretarial science, with strong problem-solving and multitasking abilities, along with proficiency in Microsoft Office. This role offers an engaging work atmosphere and opportunities within a respected organization.

Qualifications

• Broad knowledge of clerical and accounting principles.
• Four years of secretarial/clerical experience or equivalent education/experience.

Responsibilities

• Provide administrative and secretarial support to HR departments.
• Maintain calendars and schedules for management teams.
• Organize and maintain departmental files.
• Compose independent letters and statements.
• Complete budget and expense reports for the department.
• Serve as primary contact for office equipment.
• Resolve office problems independently.

Skills

Problem-solving

Written communication

Oral communication

Multitasking

Time management

Confidentiality

Teamwork

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Education

Post-secondary education in secretarial science or related field

Job description

The primary responsibility of the staff assistant position is to provide administrative and secretarial support to the Duke HR- Rewards & Recognition and DHIP Benefits departments to relieve management teams of varied clerical and administrative responsibilities, and to maintain efficiency in organizational operations. The role reports to the Administrative Assistant Sr., Duke HR-Total Rewards.

Work Performed:

• Maintain calendars and schedules for the Rewards & Recognition and DHIP Benefits management teams. Schedule committee and vendor meetings. Schedule and coordinate arrangements for speaking engagements, attendance at seminars, and conferences. Manage online conference rooms and serve as the main point of contact for meeting spaces. Make travel arrangements and itineraries for assigned staff.
• Organize and maintain divisional or departmental files of records, reports, and correspondence required for reference and efficient operation of departments.
• Compose letters and statements independently, requiring interpretation and application of departmental policies, procedures, rules, and regulations; determine which correspondence to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities.
• Responsible for completing the R&R department's monthly budget and monthly report. Responsible for ensuring the timely clearing of corporate card purchases for assigned staff. Keep an accurate database of expenses charges for each staff member. Coordinate reimbursements and payments.
• Serve as primary contact for office equipment needs, including phone lines, faxes, copiers, office supplies, and mail. Maintain office machines and distribute mail and faxes. Facilitate the delivery of key documents to Duke Departments/offices. Assist the Administrative Assistant Sr. as requested.
• Resolve office problems independently and facilitate solutions; confer with supervisor to resolve more complex situations. Oversee maintenance requests for building, housekeeping, and copier issues. Organize interoffice moves, including furniture allocation, telephone setup, phone number reassignment, making of door name tags, and submitting request for surplus to be picked up.
• Participate in staff meetings and training sessions.

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.

Minimum Qualifications

Education: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.

Experience:Work generally requires four 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 RELEVANT EDUCATION AND/OR EXPERIENCE

Preferred Skills:
The successful candidate will:

• Demonstrate sound problem-solving capabilities.
• Possess excellent written and oral communication skills.
• Demonstrate the ability to multitask and excellent time management skills.
• Demonstrate the ability to proactively plan and prioritize workload to meet deadlines with minimal instruction
• Demonstrate ability to maintain confidentiality of sensitive information
• Display initiative in supporting the Rewards & Recognition and DHIP Benefits leadership teams.
• Showcase their proven ability to work both independently and within a team with excellence, dignity, and respect.
• Proficient in Microsoft Word, Excel, PowerPoint
• Ideally, have familiarity with Duke systems and processes.

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

Occupational Summary

The primary responsibility of the staff assistant position is to provide administrative and secretarial support to the Duke HR- Rewards & Recognition and DHIP Benefits departments to relieve management teams of varied clerical and administrative responsibilities, and to maintain efficiency in organizational operations. The role reports to the Administrative Assistant Sr., Duke HR-Total Rewards.

Work Performed:

• Maintain calendars and schedules for the Rewards & Recognition and DHIP Benefits management teams. Schedule committee and vendor meetings. Schedule and coordinate arrangements for speaking engagements, attendance at seminars, and conferences. Manage online conference rooms and serve as the main point of contact for meeting spaces. Make travel arrangements and itineraries for assigned staff.
• Organize and maintain divisional or departmental files of records, reports, and correspondence required for reference and efficient operation of departments.
• Compose letters and statements independently, requiring interpretation and application of departmental policies, procedures, rules, and regulations; determine which correspondence to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities.
• Responsible for completing the R&R department's monthly budget and monthly report. Responsible for ensuring the timely clearing of corporate card purchases for assigned staff. Keep an accurate database of expenses charges for each staff member. Coordinate reimbursements and payments.
• Serve as primary contact for office equipment needs, including phone lines, faxes, copiers, office supplies, and mail. Maintain office machines and distribute mail and faxes. Facilitate the delivery of key documents to Duke Departments/offices. Assist the Administrative Assistant Sr. as requested.
• Resolve office problems independently and facilitate solutions; confer with supervisor to resolve more complex situations. Oversee maintenance requests for building, housekeeping, and copier issues. Organize interoffice moves, including furniture allocation, telephone setup, phone number reassignment, making of door name tags, and submitting request for surplus to be picked up.
• Participate in staff meetings and training sessions.

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.

Minimum Qualifications

Education: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.

Experience:Work generally requires four 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 RELEVANT EDUCATION AND/OR EXPERIENCE

Preferred Skills:
The successful candidate will:

• Demonstrate sound problem-solving capabilities.
• Possess excellent written and oral communication skills.
• Demonstrate the ability to multitask and excellent time management skills.
• Demonstrate the ability to proactively plan and prioritize workload to meet deadlines with minimal instruction
• Demonstrate ability to maintain confidentiality of sensitive information
• Display initiative in supporting the Rewards & Recognition and DHIP Benefits leadership teams.
• Showcase their proven ability to work both independently and within a team with excellence, dignity, and respect.
• Proficient in Microsoft Word, Excel, PowerPoint
• Ideally, have familiarity with Duke systems and processes.

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

Minimum Qualifications

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 of 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.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $19.80 to USD $30.63. 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/

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.

Education

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in administrative support or a related business field.

Experience

Work generally requires four 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 RELEVANT EDUCATION AND/OR EXPERIENCE

Degrees, Licensures, Certifications

N/A

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.

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.