Hybrid Administrative Operations Specialist

Duke Careers; Durham (NC); Hybrid; USD 46,000 - 73,000; Full time

Job summary

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.

Responsibilities

• 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.

Skills

Organizational skills

Attention to detail

Communication

Problem solving

Customer service

Education

Bachelor’s degree or equivalent

Business degree preferred

Tools

Microsoft Office

Job description

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.