Staff Specialist, Central Human Resources

Occupational Summary

Plan, coordinate and participate in the establishment and operation of a specialized program and/or activity planning methods and developing systems in accordance with predetermined goals and objectives. This position supports the priorities, functions, objectives and strategic initiatives of Duke University’s central human resources.

Additional Items for Work Performed

• Responsible for creating, maintaining and updating files and records related to meetings, investigations and grievances; processing scheduling requests, and providing exceptional customer service.


• This is a prominent role with high-visibility, and the candidate needs to be a savvy communicator, as this role requires communication with employees at all levels within the organization. 


• Screen and route emails and other incoming and outgoing documents or transmissions.


• Assist with gathering information related to fact-finding exercises, grievances, and collective bargaining and researching policies and other information.


• Assist with drafting and/or preparing reports, proposals, memos and/or email communications.


• Take and transcribe dictation (i.e., meeting minutes, messages, etc.); type letters, memos, reports and other documents ensuring grammatical accuracy, conformance with general policy and factual correctness.


• Schedule and coordinate arrangements for meetings, seminars and conferences and manage calendar of events/activities/meetings.


• Be present in the office on a full-time, 40-hour per week schedule.


• Develop and implement tracking and document retention systems designed to maintain accurate records that track a document’s trajectory from the first version to the final version.

The individual in this position must be reliable. They must also: be able to adapt to changing workflows and business needs; have the capacity to manage multiple responsibilities simultaneously; understand and appreciate the importance of working on confidential matters that must be handled in a discrete manner; be able to work independently; timely comply with assignment deadlines and work effectively and efficiently with others.

The candidate must pay careful attention to detail while being able to understand and appreciate the larger purpose and scope of a complex organization. Qualified candidates will have exceptional analytical, organizational, and communication skills and have a strong understanding of Microsoft Office programs (Excel, Word, Outlook and PowerPoint), as well as the Zoom virtual meeting platform.

Moreover, the ideal candidate shall possess the ability to establish and procure cooperative working relationships with peers, supervisors, managers, executives, senior executives and the public. This candidate will also be intimately familiar with human resources matters, particularly those related to employee relations and labor relations and will have substantial experience supporting human resources administrators.

Minimum Qualifications

Education

Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.

Experience

Work generally requires two years of clerical or research experience to acquire skills in administrative or project research responsibilities as well as accepted office organization, communications and research practices. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and experience requirement. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE