Administrative Support Associate

Duke Careers•Durham, NC

4d•Hybrid

About The Position

The Administrative Support Associate is a key support role within the organization and is responsible for a wide range of operational, personnel management, human resources, and onboarding duties. The ideal candidate will ensure smooth and efficient operations, oversee departmental compliance and timekeeping programs and supports Nursing and Patient Care Services in various capacities. This position is part of a central pool and will support multiple nursing departments. This role will cover various sites - Travel will be required.

Requirements

Proven experience in administrative support or related field.
Strong organizational and time management skills.
Excellent communication and interpersonal abilities.
Proficiency in office management software and systems.
Ability to handle confidential information with discretion.
High school education or equivalent.
Two years of administrative support experience of an increasing variety and/or complexity.
Creatively uses PC, word processing and other office tools.
Thorough knowledge of department policies, procedures, and goals.

Nice To Haves

Health Payroll experience preferred.

Responsibilities

Generate compliance reports to ensure adherence to regulations. Follow up with team members as needed regarding compliance.
Generate and analyze compliance reports.
Perform basic budget tracking and analyze variances to maintain financial oversight.
Review and edit timecards to ensure accurate employee time tracking.
Manage time and attendance records to support payroll processing.
Develop departmental schedules for nurses and nursing support roles to optimize resource allocation and ensure adequate staffing and operational efficiency.
Process copy center order requests to support organizational documentation needs.
Monitor and ensure compliance with mandatory training modules and requirements.
Follow up with team members and provide monthly status reports and actions taken to address non-compliance.
Manage employee records in the API System and maintain employee files.
Ensure all compliance requirements are documented and meet regulatory requirements.
Update degrees and certifications in the API System to keep employee records current.
Track licenses/listing expiration dates using primary verification sources.
Oversee annual revalidation compliance to uphold professional standards.
Manage life support certification tracking to ensure staff qualifications.
Submit requests for bonus payments for employee certifications.
Understands policies and procedures related to degrees, certifications, licenses, listings, etc., and serves as a resource for team members.
Problem solve ID badge issues
Handle the mailing of letters and correspondence to facilitate communication.
Create and maintain employee personnel files to ensure organized record-keeping.
Manage termination files, including sending them to Access storage for proper archival and retrieval.
Primary contact for the Talent Care Center for HR transition issues.
Enter LMC requests and serve as the contact for Talent Acquisition regarding LMCs.
Assign lockers to new employees to provide secure personal storage and reassign lockers.
Create orientation binders with essential information to support the onboarding process.
Grant unit-based access to new employees to ensure they have the necessary permissions.
Conduct welcome meetings to introduce new employees to the team and company culture.
Provide time and attendance training for new hires.