Administrative Assistant, Human Resources and Administration

Duke University
Division of Marine Science and Conservat

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Job Details

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.

Administrative AssistantWorking Title: Administrative Assistant, Human Resources and Administration


Position is located in Beaufort, N.C.

Position includes a combination of On-site and Remote work days

HR/Payroll Staff Assistant for DUML


· Exempt Payroll Processing (Comp & Non-comp):

o Place employees and students on the exempt payroll according to University guidelines.

o Process terminations and leaves of absence timely to avoid overpayments.

o Calculate vacation payouts for terminating employees.

o Set up approvers for monthly time off reporting.

· Monitor the input and approval of paid time off for full-time exempt staff members using the University's electronic exempt time-off reporting tool.

· Process and monitor Ph.D. student payments in accordance with Graduate School guidelines.

· Prepare records necessary to process the exempt payroll according to the Duke University monthly payroll schedule.

· Biweekly Payroll Processing: Process the non-exempt payroll according to the Duke University biweekly payroll schedule.

· Process manual forms (i.e., cost transfers, overpayments, gross pay adjustments), secure appropriate approval signatures, and deliver to the appropriate University office.

· Resolve compensation problems

· Process special Payroll projects such as Summer Salary

Recruitment/ Hiring

· Assist and advise faculty and managers with hiring.

· Ensure funding for new hires and reappointments

· Create positions and open requisitions in Success Factors or AJO.

· Serve as liaison between Duke's Recruitment office and PIs.

· Problem-solve and strategize with hiring managers as needed to ensure pool is attracting qualified candidates.

· Guide managers on hiring process, dispositioning candidates and record retention.

· Ensure funding availability.

· Advertise jobs to attract diverse pools.

· Draft offer letters for hiring managers

· Process hiring of selected candidates according to Duke Policy.

· Manage record retention for jobs posted through AJO.

· Verify and support personnel and payroll actions and ensure compliance with established policies and procedures. Coordinate with Duke Temps and Serve as DUML Liaison

HR Guidance

· Function as first point of contact for HR questions for DUML

· Participate and lead training sessions and serve as primary HR contact for new hires.

· Process FMLA and LOA

· Advise employees and managers on policy guidelines

· Coordinate Paid Parental Leave and submit appropriate forms for payment.

Additional responsibilities:

· Maintain current personnel files and archives. Distribute paychecks and W2s according to the University guidelines.


· Manage post doc and other research or term-limited appointments.

· Track appointment end dates and coordinate


This position is focused on a variety of Human Resources duties and skills. It involves daily transactional tasks as well as longer range

complex recruiting, hiring, advising, and termination activities. All positions in the Duke University Marine Laboratory Business Office are

expected to be crossed-trained and serve as backup in other functional areas. Exemplary Customer Service and Communications skills are essential.

Minimum Qualifications


Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field.


Work requires 4 years related business or administrative experience to OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.

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 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 essentialjob 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.


Read our Diversity Profile History

Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University.Duke Campus

As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

Duke maintains a historic affiliation with the United Methodist Church.

Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

Mission Statement

Duke Science"James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth.Duke Meeting

 “By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

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