Administrative Assistant- Duke Regional Hospital Human Resources

Duke Regional Hospital offers the personal touch and hometown feel of a community hospital while serving as an essential arm of internationally recognized Duke University Health System. Duke Regional has served Durham, Orange, Person, Granville and Alamance counties for more than 45 years. To be successful at caring for our community and have a strong reputation among patients who seek our care, we have 3,500 team members who work together to provide exceptional, compassionate and equitable healthcare 24/7. We are a place of learning and acceptance for team members just starting their careers, as well as an institution of family culture and professional development for employees who have served for decades in our hospital units. Duke Regional has 388 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. We also offer care at our Duke Rehabilitation Institute, Davis Ambulatory Surgical Center, Duke Ambulatory Surgery Center Arringdon, Health Services Center, and Duke Behavioral Health Center North Durham. In fiscal year 2021, Duke Regional Hospital admitted 16,422 patients, performed 18,152 surgeries and welcomed 2,673 babies into the world. U.S. News & World Report ranked Duke Regional Hospital as #9 in North Carolina and #4 in the Raleigh-Durham area for 2021-22. The Human Rights Campaign consistently names us a Healthcare Equality Leader, and we are a Joint Commission-accredited and Magnet-designated hospital.

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

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

• Clears Concur transactions biweekly
• HR FRONT DESK
• Assists new hires with web form for Visa Services
• Processes purchase orders
• Monitors budget when ordering supplies
• CAREER ENHANCEMENT
• Retrieves HR voicemailswi thin 4 business hours and return calls within 24 hours.
• ONBOARDING
• Greets customers in a welcoming and respectful manner.
• INTERNATIONAL/VISA WEBFORM
• Adds and edits direct report information
• BADGE PROCESS
• ACCOUNTS PAYABLE
• Develops annual communication to managers regarding CE process.
• Collects fee for badge replacements as required.
• Processes Career Enhancement requests within 2 weeks of receipt.
• Provides updates to HR Strategy Partner and AD,
• PERFORMANCE MANAGEMENT SYSTEM
• Processes relocation
• Trouble shoots issues
• Escorts candidates to appointments when needed.
• Notifies AD when costs exceed budget
• Retrieves mail daily.
• Orders supplies timely to avoid complete depletion of any necessary items ( e.g. copier paper).
• Conducts PEP (Pre-employment paperwork) reviews as needed.
• Monitors compliance for manager return of 90-day orientation checklist: Complete spreadsheet and review results monthly.
• Issues badges for appropriately cleared for work individuals (contractors, new hires, replacements).
• Appropriately screens calls and forward to the designated HR lead, when applicable.
• Coordinates TRAVEL (when approved by AD).
• Ensures no untimely postings occur (could result in corporate card suspension)
• Process invoices, travel, and procurement card transactions within 2 weeks of receipt.
• Notifies corporate badge contacts of issues that arise.
• HR frequently ensures employees do not work past expiration date of pending expirations
• Creates trend charts regarding usage
• ORIENTATION CHECKLIST
• 1st level approver for salary setting
• Provides backup support for onboarding (file audits, entering licenses and education in API).
• Attends all training classes related to evaluation tool
• Monitors annual expiring visas
• Keeps lobby and office area free of clutter, maintaining an organized workspace.

Occ S ummary

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.

Work Performed

In addition 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.

Knowledge, Skills And Abilities

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

Level Characteristics

N/A

Minimum Qualifications

Education

High school education or equivalent.

Experience

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

Degrees, Licensures, Certifications

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.