ADMINISTRATIVE ASSISTANT, SR

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.

 Job Summary:  

Supports the Chair of Radiation Oncology and oversees the administrative support team.  Supports additional Faculty per assigned within administrative support team. Performs various advanced administrative tasks requiring initiative and independent judgment.  Works independently under general direction.  Handles problems and non-routine situations by determining the appropriate action to take through interpreting guidelines, procedures, policies and practices.  Maintains contact with high level administrative offices requiring timely response, discretion and judgment. Uses skills in Microsoft Office to prepare Chair correspondence and presentations.

Chair Support (50%)

• Arrange for and schedule appointments for Chairman; supervise the preparation of materials for meetings; coordinate appointments, meetings and speaking engagements.  Maintain complex daily/weekly/monthly schedule
• Assist the Chair in the timely management of all communications, both written and verbal.

• Plans Chair and Department initiated events including details of site selection, travel coordination, speaker organization, document preparation, and budgeting. 

• Provides transcription and other clerical support to the Chair, as well as other assigned clinical faculty.

• Schedules and reconciles travel for national organizations including ASTRO, ASCO, RTOG, and international travel.
• Assist the Chair with such duties as may be assigned or delegated to implement services designed to meet the needs of all constituents of DUHS & SOM.

Administrative Responsibilities for Chair and Department (20%)

• Responds to email and other Departmental inquiries in a timely manner.

• Investigates, evaluates and resolves clinical requests within scope of position.

• Opens and reviews incoming mail, answers inquires and composes correspondence.

• Screens phone calls and visitors, directing them to the appropriate Faculty or Staff. 

• Reconcile reimbursement accounts for national organizations including ASTRO, ASCO, RTOG, and international travel.

• Projects future clerical support needs for department based on growth projections and develops planning response for appropriate personnel and space requirements. 

• Proofs and edits research work and manuscripts, prepares grant applications and protocols for the IRB Committee. 

• Works directly with Recruitment office to arrange interview schedules for all clinical faculty hires as well as other monthly positions.

Administrative Supervision (15%)

• Supervises clinical administrative staff, including hiring, scheduling, and performance evaluations.

• Establishes performance standards and departmental goals for administrative staff.

• Analyzes workload and develops equitable workload distribution to meet departmental goals.

• Establishes and implements new policies for operations of administrative staff.

• Interprets and explains established policies and procedures in response to administrative staff.

Faculty scheduling (15%)

• Develops professional staffing schedule for 30+ clinical faculty members distributed among 9 clinical practice sites and keeps QGenda up to date for clinical faculty as well as APPs.  Back-up QGenda administrator other users within the Department.

• Assist in onboarding of all faculty hires.

• Develops on-call schedule for clinical faculty

SKILLS

Communication Skills- Effective verbal and written communication is crucial for interacting with faculty, staff and external partners

Technical Proficiency- Intermediate level competency with MS Office suite. Familiarity with Qgenda preferred but not required.

Leadership and Supervisory Skills -Ability to lead and manage a team of administrative professionals.

Problem Solving Skills- Ability to address and resolve issues that may arise with faculty and direct reports.

Policy Interpretation: Understanding and communicating policies effectively with direct reports and faculty when needed.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $58,656.00 to USD $85,000.00. Duke University considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, and key skills, internal peer equity, as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

Education
Work requires a general business background generally equivalent to a bachelor's degree in a business-related field.

Experience
Work requires 2 years of related business or administrative experience to become familiar with general personnel practices, accounting, and budgeting principles, and coordination of major office activities. **OR** an equivalent combination of relevant education and/or experience.

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.