Administrative Assistant- Duke Regional Hospital Human Resources

Duke Regional Hospital has served Durham, Orange, Person, Granville and Alamance counties and the surrounding communities for nearly 40 years. With more than 1,900 employees, its focus is on providing outstanding medical care with compassionate, personalized service in a comfortable community hospital setting. Duke Regional Hospital has 369 inpatient beds and offers a comprehensive range of medical, surgical and diagnostic services, including orthopedics, weight-loss surgery, women's services, and heart and vascular services, and also offers care at the Duke Rehabilitation Institute and Davis Ambulatory Surgical Center. In fiscal year 2018, Duke Regional Hospital admitted 16,299 patients and had 165,953 outpatient visits in fiscal year 2017.

U.S. News & World Report ranked Duke Regional Hospital as #10 in North Carolina and #4 in the Raleigh-Durham area for 2018-19.

Office Hours: Monday - Friday 7:30am - 4:00pm

The ideal candidate will be self-directed witha passion for technology and how technology could enhance work processes.

A. HR FRONT DESK

·         Keeps lobby and office area free of clutter, maintaining an organized workspace.

·         Greets customers in a welcoming and respectful manner.

·         Appropriately screens calls and forward to the designated HR lead, when applicable.

·         Retrieves HR voicemails within 4 business hours and return calls within 24 hours.

·         Conducts PEP (Pre-employment paperwork) reviews as needed.

·         Escorts candidates to appointments when needed.

·         Retrieves mail daily.

·         Orders supplies timely to avoid complete depletion of any necessary items (e.g. copier paper).

B.  PERFORMANCE MANAGEMENT SYSTEM

·         Adds and edits direct report information

·         Attends all training classes related to evaluation tool

·         1st level approver for salary setting

C. INTERNATIONAL/VISA WEBFORM

·         Monitors annual expiring visas

·         Assists new hires with web form for Visa Services

·         Provides updates to HR Strategy Partner and AD, HR frequently 

·        Ensures employee does not work past expiration date or pending expirations

D. ACCOUNT S PAYABLE

·         Process invoices, travel, and procurement card transactions within 2 weeks of receipt.

·         Clears Concur transactions biweekly

·         Monitors budget when ordering supplies 

·         Notifies AD when costs exceed budget

·         Processes purchase orders

·         Processes relocation

·         Ensures no untimely postings occur (could result in corporate card suspension)

D. CAREER ENHANCEMENT

·         Processes Career Enhancement requests within 2 weeks of receipt.

·         Creates trend charts regarding usage

·         Develops annual communication to managers regarding CE process.

E. ORIENTATION CHECKLIST

·         Monitors compliance for manager return of 90-day orientation checklist: Complete spreadsheet and review results monthly. 

F.  ONBOARDING

·         Provides backup support for onboarding (file audits, entering licenses and education in API).

G.  BADGE PROCESS

·        Trouble shoots issues

·        Notifies corporate badge contacts of issues that arise.

·        Issues badges for appropriately cleared for work individuals (contractors, new hires, replacements).

·        Collects fee for badge replacements as required.

H.   Coordinates TRAVEL (when approved by AD).

In support of a department or group of professionals, regularly required to resolve moderately complex (non-routine) administrative problems independently or with others. Problem resolution may include research. Tasks are typically diverse and advanced.

Inaddition to tasks outlined in the Administrative Clerk description, examples of work at this level may typically include some combination of the following: Independently prepare more complex documentation, reports, charts, graphs, and spreadsheets at designate intervals and as requested. Coordinate special projects. Research budget variance and follow up to resolve issues. Develop advanced presentation materials. Prioritize and resolve inquiries (phone, e-mail, in person). Schedule and maintain calendar of appointments, meetings and travel itineraries, and coordinate related arrangements. Act as a liaison between the department and external groups. Explain policy/procedures to other parties based on knowledge of the company and department guidelines. Collect, compile and analyze moderately complex data and information. Perform other related duties incidental to the work described herein.

Creatively uses PC, word processing and other office tools.Thorough knowledge of department policies, procedures, and goals.

N/A

High school education or equivalent.

Two years of administrative support experience of increasing variety and/or complexity

N/A

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.