STAFF ASSISTANT

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 Description:

Staff Assistant to multiple faculty members within the Division of Infectious Diseases with various high impact needs within the division. Provide clinical support, high level calendar support, travel planning and reimbursements, maintain CVs, CME credits, etc. Ability to multitask is essential to supporting various physicians and multiple needs at one time.

Calendar: Scheduling of meetings, conferences, media and other speaking engagements, travel, research activities, clinical schedules.  Transplant Huddle meetings, CRU Lunch meetings, TP case Conference, TP Faculty Meetings, etc. Maintain and record meeting minutes.

Travel – arranging both foreign and domestic travel, coordinating out of town meetings, conferences, arranging hotels, preparing travel reimbursements, personal expense reports and third-party expenses. Utilize Concur to clear and submit all expense types. Maintain faculty travel documentation per Duke policy.

Serve as Back Up to Transplant Scheduling Assistant: Patient appointment scheduling, managing patient calls, faxing prescription refills, routing calls for patients needs to the appropriate places. Communicating with patients when needed at physician direction. Working with fellows to ensure that patients are scheduled for follow-up visits as needed.

Administrative: Manage very busy schedules for faculty members who are engaged in high level activities within and outside of Duke. Manage CVs for faculty members, manuscript preparations, screen callers for appropriate needs and maintain divisional and department policies. Ensure that all assignments are completed in a timely manner and accurately. Completion and submission of Transplant Timesheets. Assist with policy development and patient care protocols: tracking and approvals. Assist with APP schedules. Coordinate work related activities.

Administrative support of the Transplant T32 grant under the direction of Dr. Barbara Alexander. Organize and support yearly T32 symposium, applicants for T32 during recruitment and ensure that selected fellows are on task with their yearly T32 metrics. Assist in renewal and progress reports that are submitted by grants administration team.

Oversight of faculty discretionary spending accounts. Monitor for accurate charges, update faculty with balances and assure that correct charges are placed on accounts.

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 OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

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.