STAFF ASST

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.

Work Performed

Faculty Support Duties 90%

• Support 3-4 assigned Department of Population Health Sciences (DPHS) faculty members:    
• Schedule appointments and meetings with various departmental/divisional faculty, staff, vendors, and committees.
• Assist with meeting agenda preparation and have available supporting documents prior to meetings.
• Assist faculty in the preparation of presentations and publications.
• Arrange, schedule, coordinate, and track activities for projects, faculty facilitators, visitors and learners.
• Serve as liaison for outside constituents and Duke-related contacts for faculty

  o   Assistance with grant, manuscript, and book chapter submissions including formatting, bibliography, requests for letters of support, table or figure creation and/or formatting

• Formatting of any requested documents
• Organize and maintain faculty electronic and paper files - correspondence, credentialing, licensing and certification, reference materials, publications, memberships.
• Maintain CV for the faculty member
• Make flight/hotel/car rental reservations for faculty when they travel.
• Use Duke WebEx or Zoom to arrange audio and video conference meetings.
• Register faculty for professional conferences.
• Prepare and submit faculty dues, membership, travel, and reimbursement expenses and clear procurement card expenses as needed.
• 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 or faculty member’s attention based on content of communication and broad knowledge of departmental programs and activities.
• Interpret new directives, policies and regulations and inform faculty of changes; make decisions on specific operating problems in conjunction with faculty. Control and maintain assigned faculty members’ files of records, reports and correspondence required for reference and efficient operation of the department; ensure maintenance of up-to-date management and procedural manuals, directives and related records.

Departmental Duties 10%

• Provide backup support services to other staff a assistants to provide Faculty Support when/where needed.
• Provide front desk coverage as needed.
• Provide backup support for maintenance, housekeeping and ordering supplies.
• Keep up to date on printer function and assist faculty with printer/copier problems.
• Perform other related duties incidental to the work described herein. 

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 secretarial science 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.