School of Medicine Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Staff Assistant (0476)

Position Description and Occupational Summary:

Perform responsible administrative duties of a complex and confidential nature in support of Institute activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations. Manage office of executive level faculty. Act as a resource in decision making with a deep understanding of the organization’s business and complex obligations of the faculty leadership. Represent the executive’s interests and independently determine and prioritize scheduling. Perform administrative duties of a complex, sensitive, and professional nature in support of activities in various arenas including research, clinical, foundational and organizational, while maintaining confidentiality and discretion. Determine meeting priorities based on changing landscape and coordinate recurring faculty, fellows, senior leadership meetings. Maintain faculty and financial records as directed.

 

** NOTE: This position may have an opportunity to work remotely.  All Duke University and Duke Health remote workers must reside in one of the following states or districts:  Arizona; California; Florida; Georgia; Hawaii; Illinois; Maryland; Massachusetts; Montana; New Jersey; New York; North Carolina; Pennsylvania; South Carolina; Tennessee; Texas; Virginia or Washington, DC., Washington (State), Connecticut, Indiana, Michigan, Maine, Ohio, New Hampshire, Alabama, Kentucky, Louisiana, Oregon, Iowa, Missouri, Delaware, and Connecticut, Rhode Island, Vermont and Wisconsin. Duke does not permit Remote Work for non-exempt employees outside of North Carolina .

 

 

Work Performed:

Interpret new directives, policies and regulations and inform appropriate personnel of changes; make decisions on specific operating problems and issue instructions in the name of the leadership faculty as directed and seeking director feedback and support when appropriate.

Control and maintain institutional files of records, reports and correspondence required for reference and efficient operation of the department; insure maintenance of up-to-date management and procedural manuals, directives and related records.

Assist in the preparation of complex budgets, making recommendations and projections based on knowledge of program activities such as faculty and sponsor related activities; inform staff and director of financial status of various projects, meetings. Act as resource for various faculty support staff with questions regarding general research accounts, audit procedures, proper use and approval requirements for GL accounts. 

Compile data; prepare reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data. This includes independent creation of clear and appropriate agenda for various faculty and executive team meetings, prioritizing issues for timely resolution and follow-up.

Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations; determine which correspondence to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities. This includes letters for staff travel to countries requiring visas to letters to clinical trial sites.

Schedule and coordinate arrangements for seminars, conferences, appointments, meetings, speaking engagements; attend meetings to provide information and serve as a resource person; answer questions concerning institutional activities and transmit instructions and/or information to and from staff members; serve as liaison with administrative personnel and external agencies concerning University policies and procedures, budgetary and expense preparation and control.

Arrange international steering and executive committee conferences, which may include videoconference via web-based Adobe Connect and Zoom meetings. 

Review reports and forms received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor. 

 

Identify, delegate and redirect inquiries pertaining to various groups within the institute. This requires knowledge and familiarity with organizational structure and responsibilities of various directors and assistant directors for the functional groups. Possess keen knowledge of academic structure, hierarchy, roles and personnel for the School of Medicine, departments and institutes to ensure proper protocols are in place and followed.

 

Maintain faculty CV and NIH Biosketch in coordination with the faculty member and DCRI Spoc. Maintain Conflict of Interest disclosures and the completion of Copyright Transfer Agreements for manuscripts for various high impact factor journals.

 

Oversee and process travel expenses for timely submission and reimbursement for Duke and vendors, maintaining budget expenditures, correct coding, and submission for accounting using Concur. Maintain accurate procurement card activity for review by the SoM Finance’s office.   

    

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

 

REQUIRED QUALIFICATIONS AT THIS LEVEL:

EDUCATION/TRAINING: Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.

EXPERIENCE: Work generally requires four years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

This is a Hybrid Position.

 

COMPETENCIES:

Needs to be articulate with professional presentation and demeanor

Prefer medical, clinical or research experience

Needs track record of good decision-making skills and good judgment

Needs 4 years of experience working with manager level executives or higher.

Must be able to multi-task in a fast-paced environment.

BASIC SKILLS

Proficiency in Outlook, Word, Excel, PowerPoint required

Minimum Qualifications

Education

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in administrative support or a related business field.

Experience

Work generally requires four years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, andbudgetary/accounting activities. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Degrees, Licensures, Certifications

Work generally requires four years of related secretarial/clerical experience to acquireskills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE