Administrative Support Specialist

2 weeks ago


Durham, North Carolina, United States Duke University Full time
Duke University:

Duke University, established in 1924, is recognized as one of the premier research institutions in the United States. Nestled in Durham, North Carolina, it is situated in the vibrant Research Triangle, consistently ranked among the top locations for employment and quality of life. With a diverse student body exceeding 15,000 and a workforce of around 40,000, Duke stands as the third largest private employer in the state, offering international programs across more than 150 countries.

Position Overview

The role involves executing intricate and confidential administrative tasks that support the operational needs of the department. Utilize expertise and skills to independently address complex, non-routine administrative challenges or collaborate with others as necessary.

Financial Responsibilities:
  • Manage reimbursement processes for faculty and staff expenses.
  • Act as the initiator for the Concur online travel and reimbursement system for designated faculty and staff utilizing discretionary or grant funds.
  • Coordinate with undergraduate students and faculty to allocate annual Undergraduate Research Support (URS) awards, ensuring compliance with URS Office protocols.
  • Oversee the reconciliation of annual Mentorship awards distributed to faculty and graduate student advisors, processing expenditures as needed.
Personnel Management: Academic Jobs Online (AJO) & JobX Coordination:
  • Facilitate the application process for faculty and research staff recruitment via the Academic Jobs Online system, ensuring timely closure of positions and submission of final reports to the Office of Institutional Equity.
  • Coordinate the recruitment process for undergraduate and graduate student work-study positions through the JobX online system, finalizing job closures and submitting hires to the Payroll Clerk.
Additional Responsibilities:
  • Assist the Staff Assistant with organizing departmental seminars, which may include arranging travel for guest speakers and reserving meeting spaces.
Qualifications

Education:
Requires a comprehensive understanding of clerical and accounting principles typically gained through two years of post-secondary education in administrative support or a related business discipline.

Experience:
Generally necessitates three years of relevant secretarial or clerical experience to develop the skills required for managing complex office functions related to administration, communication, and financial activities. Alternatively, an equivalent combination of education and relevant experience may be considered.

Duke University is an Affirmative Action/Equal Opportunity Employer dedicated to providing employment opportunities without discrimination based on age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aims to foster a community rooted in collaboration, innovation, creativity, and inclusivity. Our collective success relies on the vibrant exchange of ideas, which flourishes when diverse perspectives, backgrounds, and experiences are embraced. It is essential for all community members to feel secure and valued, ensuring that every voice is acknowledged and respected. All individuals share the responsibility of upholding these principles.

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