Staff Specialist

Duke University; Durham (NC); On-site; USD 60,857,000 - 89,350,000; Full time

Job summary

Duke University is seeking a highly organized operations support professional to assist with communications, reporting, scheduling, and documentation for the Engineering & Operations Research Division. You will coordinate meetings, manage tools and files, and support leadership with data requests and contracts.

Responsibilities include maintaining SOPs, coordinating special projects, and serving as a liaison to researchers, occupants, vendors, and internal partners.

Qualifications

• Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.
• Four years of clerical or research experience to acquire administrative, project research, and office management skills.
• Bachelor's degree may substitute for education and two years of experience.

Responsibilities

• Coordinate meetings, calendars, schedules, and leadership activities.
• Manage and maintain operational tools, shared files, and division documentation.
• Assist with building impact notifications and communication efforts.
• Prepare reports, track operational data, and support leadership requests.
• Help maintain standard operating procedures, guidance documents, and records.
• Coordinate special projects and divisional initiatives.
• Support purchasing activities, invoice processing, and contract documentation.
• Serve as a point of contact for researchers, building occupants, vendors, and internal partners.
• Support the division's 6S program by coordinating audits and improving workspace organization.
• Look for opportunities to improve processes and efficiency.

Skills

Organizational skills

Multi-tasking

Customer service

Communication

Microsoft Office

Database/reporting tools

Education

Two years postsecondary education

Bachelor's degree (substitutes for education/experience)

Tools

Database platforms

Workflow management systems

Job description

Join a fast-paced team where your organization, coordination, and customer service skills help drive operational success.

Be You.

The Engineering & Operations Research Division is looking for a highly organized, customer-focused professional to help keep our operations running smoothly. This role supports division leadership with communications, reporting, scheduling, documentation, and coordination of day-to-day operational activities. You'll work with building occupants, vendors, contractors, and internal teams to help ensure projects, programs, and communications stay on track.

Work Arrangement

On-site; Schedule: Monday-Friday, First Shift.

DEPARTMENTAL PREFERENCES

• Experience in operations support, facilities management, project coordination, business administration, maintenance administration, or related fields.
• Experience supporting operational programs, data management systems, project coordination, customer communications, or process improvement initiatives
• Experience utilizing database platforms, reporting tools, or workflow management systems
• Valid N.C. driver’s license and a driving history acceptable under the guidelines of Safe Driving Policy required.

Minimum Qualifications

Education

Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.

Experience

Work generally requires four (4) years of clerical or research experience to acquire strong skills in administrative or project research responsibilities as well as accepted office management, communications and research practices.

A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement.

Or An Equivalent Combination Of Relevant Education And/Or Experience.

Be Bold.

What You'll Do

• Coordinate meetings, calendars, schedules, and leadership activities.
• Manage and maintain operational tools, shared files, and division documentation.
• Assist with building impact notifications and communication efforts.
• Prepare reports, track operational data, and support leadership requests.
• Help maintain standard operating procedures, guidance documents, and records.
• Coordinate special projects and divisional initiatives.
• Support purchasing activities, invoice processing, and contract documentation.
• Serve as a point of contact for researchers, building occupants, vendors, and internal partners.
• Support the division's 6S program by coordinating audits, tracking improvements, and helping maintain organized, safe, and efficient workspaces.
• Look for opportunities to improve processes and make operations more efficient.

What We're Looking For

• Strong organizational skills and attention to detail.
• Ability to juggle multiple priorities and follow through on commitments.
• Excellent customer service and communication skills.
• Comfortable working independently and exercising good judgment.
• Strong computer skills, including Microsoft Office and database/reporting tools.
• Ability to build relationships and work effectively with a wide range of stakeholders.
• Experience in operations support, facilities, project coordination, business administration, or a related field is a plus.

Choose Duke.

Join a team where your attention to detail and customer-focused approach will help support important operations and initiatives.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $21.20 to USD $31.24. 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 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 reasonable accommodation(s) can be requested with Duke Access and Accommodations Services (email: [e-mail]; phone: [phone]).