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.
Scope of Responsibilities
Each HRL campus office supports the overall operations of the HRL department. This includes managing keys for the assigned campus, initiating maintenance and repairs requests, coordinating room assignment updates and changes, and processing financial transactions for assigned staff. Providing outstanding reception and service to all office visitors is also a priority.
Duties % of Effort
Primary contact for communication in the day to day function of the office including receiving visitors to the office, screening phone calls and emails regarding facilities or student life questions; providing initial response to students and parents with concerns; Assist contractors, vendors, and university staff in receiving access to conduct repairs; Ensure that residents are informed of scheduled work; Screen and route mail and documents determining which to respond to or which to bring to supervisor's attention based on content of communication and knowledge of departmental programs and activities; Assist supervisor with management of calendar/appointments; Prepare letters and statements as requested.
Maintain, review and reconcile departmental budgetary records monthly in University general ledger system (SAP) ensuring financial and transactional issues are correctly resolved; Process various purchasing transactions via credit card purchases, fund transfers, check requests, POs, and PRs; Provide pertinent information to answer inquiries based on knowledge of programming efforts and help resolve more complex situations.
Assist with maintenance and facilities operations as instructed including initiation of hundreds of maintenance repair requests each month; Differentiate between routine and emergency problems and take appropriate action; Inform campus team of unusual situations or difficulties; Follow up on services requested to be sure work is performed in a timely manner; Conduct building surveys to assist campus team in planning future maintenance and/or renovation projects; Initiate billing for damages caused
Under the direction of the Associate Dean for Residence Life, manage various human resource functions related to student staff including managing staff rosters, stipend and meal plan management, maintaining student employment records, implementing performance management processes, as well as corresponding with candidates regarding student leadership position hiring decisions and tracking hiring.
Organize and maintain departmental files of financial records, reports, service records, and correspondence required for reference and efficient operation of department; Maintain up-to-date management and procedural manuals, directives, and related records; Assist with space and equipment reservations and event logistics.
Compile and summarize data and assist in preparing regular and special reports requiring analysis and evaluation of data; Review reports received for supervisor; Check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor.
Supervise student staff including providing daily work assignments and managing payroll process
Perform related duties as assigned or required to meet department, division and University goals and objectives.
Desired Skills and Competencies
- Ability to learn new systems and applications as required;
- Excellent organization skills and the ability to manage concurrent projects within established guidelines;
- Strong customer services skills including ability to deal with angry individuals;
- Ability to problem solve;
- High level of proficiency in computer applications and systems
- Basic level of knowledge regarding human resource principles is preferred, but not required.
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.
Work generally requires three 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 education and relevant experience.
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.