STAFF ASST

This Position is Grant Funded

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

Duke Human Vaccine Institute

RESPONSIBILITIES

• Provide administrative support for the Collaborative Influenza Innovation Vaccine Centers (CIVICs) Clinical Core and the Duke Vaccine and Trials Unit in the Duke Human Vaccine Institute (DHVI). Receive and answer correspondence in a timely manner and prepare formal documents as required.  Review communications (emails, phone calls, in-person requests) and determine appropriate response and action. Prioritize and resolve inquiries in a timely manner.  Determine what communications can be directly responded to, which require the attention of others, and in these cases, who the appropriate person is to respond.
• Schedule and maintain calendars of teleconferences, appointments, meetings, speaking engagements, and travel itineraries for CIVICs and DVTU Leadership.  Schedule conference rooms for CIVICs and DVTU Leadership and laboratory meetings.
• Assist in the recruitment of study participants for DVTU clinical trials. Schedule study visits for clinical trial participants.  Allow for admission of study participants into the clinical research facility.
• Prepare expense reports and invoices, process reimbursements, and audit procurement card expenses for assigned card holders in accordance with the defined processing timelines.
• Generate itineraries and book travel, including domestic and international travel arrangements.  Utilize judgment to develop itineraries that are most cost-effective and appropriate for the function. 
• Provide backup and support to the other administrative staff as required. This may include, but not be limited to, answering phones, mail distribution, ordering office supplies, etc.
• Schedule travel and interview itineraries for candidates and visitors. Ensure candidates and visitors arrive without difficulties and escort them to meet with appropriate individuals during their visit.  Serve as a source of information for staff and visitors.
• Assist in planning, coordinating, and preparing materials for events for DHVI faculty research and development programs, including scientific meetings and seminars.  Assist with the coordination and execution of these events, to include arranging administrative needs for meetings and events as well as developing, collecting, and editing agendas, slides, or handouts as required.  
• Prepare and edit documents for faculty, including letters of recommendation, grant documents, biosketches, and CVs.
• Prepare courier document for shipments, maintain office supplies, and other office management duties. 
• Perform a variety of administrative duties with extensive use of judgment to perform tasks independently as assigned.  Make decisions and utilize judgment with little involvement from others.

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 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, and budgetary/accounting activities. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

PREFERENCES

• Proficient in Microsoft office including Word, Excel, and PowerPoint. 

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.