Administrative Assistant - Office of Faculty

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.

OCCUPATIONAL SUMMARY

Provide high-level administrative support for the Vice Dean for Faculty by performing a variety of complex, confidential, administrative, and project-focused duties. 

WORK PERFORMED

• Manage complex calendar for Vice Dean for Faculty; arrange meetings; anticipate problems and find solutions. Oversee incoming and sensitive and confidential correspondence, requests and invitations for Vice Dean’s attention; prioritize items that need immediate attention, answer email/phone requests. Draft responses on behalf of Vice Dean as requested. Review documents received for the Vice Dean’s signature
• Provide scheduling and administrative support for the SOM Chair Search process
• Prepare and edit documents, presentations, review and manage data as needed. Take meeting minutes and summarize discussions for the Vice Dean and distribute to group members or non-participants; prepare and present information in requested format. 
• Coordinate travel for Vice Dean; Reconcile expenses and p-card transactions
• Provide general administrative support for faculty and senior staff in the Office for Faculty. Complete other special projects as requested. This will include helping to coordinate the Annual Spring Faculty Celebration and supporting the annual faculty awards process.
  • Provide administrative coverage/support for Dean’s Office
  • Attend monthly Administrative Assistant meetings led by Dean’s COS
  • Provide back-up for Vice Deans and their administrative assistants as needed
• On-site days: Answer phone, retrieve and sort mail, restock office and breakroom supplies, operate suite door to grant visitors’ access
• Stay current on Duke organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed. Maintain confidentiality at all times. Perform other related duties incidental to the work described herein.

DEPARTMENTAL PREFERENCES

Education/Training

Bachelor's Degree in a related area, or an equivalent combination of relevant education and professional experience, and working knowledge of administrative processes in healthcare and higher education is preferred.

Experience

Five years of executive secretarial experience of increasing variety and/or complexity preferred.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

In addition, the successful candidate will possess the following qualities/attributes:

• Strong and effective written and verbal communication skills.
• Ability to multi-task and work independently. Much of incoming information to the office will be confidential and highly sensitive in nature and will require extreme discretion.
• Proficiency with MS Office, especially Outlook, Powerpoint, and Excel, and virtual conferencing platforms such as Zoom.
• Experience with Qualtrics, Box and/or RedCap to assist with building surveys and document management is preferred.
• Ability to exercise discretion, judgment and be flexible and be open to giving and receiving feedback; an ideal candidate will be extremely organized with high attention to detail and able to work in a fast-paced environment; and have the ability to effectively manage multiple tasks, prioritize work and problem solve.
• Ability to represent the Vice Dean’s office in a professional manner and be respectful and affirming of all individuals.

MINIMUM QUALIFICATIONS

Education

Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field.

Experience

Work requires 4 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.

OR ANY OTHER 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.