Administrative Assistant- Duke Regional Hospital Human Resources
Duke University Health System
Location: Durham, North Carolina
Internal Number: 229849
Duke Regional Hospital 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 - 4:00p m
The ideal candidate will be self-directed with a passion for technology and how technology could enhance work processes .
A. HR FRONTDESK
·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 voicemailswit hin 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 withweb form for Visa Services
·Provides updates to HR Strategy Partner and AD, HR frequently regarding pending expirations
·Ensures employee does not work past expiration date of visa.
D. ACCOUNTS PAYABLE
·Process invoices,travel, and pro curement 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
·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 ret urn of 90-day orientation checklist: Complete spreadsheet and rev iew results monthly.
·Provides backupsupport f or 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 replace ments 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.
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.
High school education or equivalent.
Two years of administrative support experience of increasing variety and/or complexity
Degrees, Licensures, Certifications
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.
As a world-class academic and health care system, Duke Health strives to transform medicine and health locally and globally through innovative scientific research, rapid translation of breakthrough discoveries, educating future clinical and scientific leaders, advocating and practicing evidence-based medicine to improve community health, and leading efforts to eliminate health inequalities.