STAFF ASST

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Occupational Summary

Perform responsible administrative and secretarial duties of a complex and confidential nature in support of major departmental or divisional activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations.

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Work Performed

Provide administrative support and program coordination for Neurosurgery Department Research Faculty. Advise and manage all administrative responsibilities for the faculty and provide assistance to their laboratory staff for vital functions of faculty.

Responsible for ensuring timely clearing of corporate card purchases for all faculty and staff in the assigned labs. Make travel arrangements and itineraries for assigned faculty. Schedule and coordinate arrangements for speaking engagements, attendance at seminars and conferences. Keep an accurate list of due dates for memberships, journal subscriptions and any required certifications. Keep an accurate database of expenses charges for each faculty member. Ensure timely renewals. Responsible for corporate card purchases and processing for research faculty and lab staff members.

Responsible for consistent CV updates and updating Scholars@Duke. Assist with coordination of grants. Prepare biosketch for grant submissions. Keep track of IRB’s.

Create presentations as requested by the faculty.

Utilize the preferred calendaring tool (Google, Outlook), ensure proper management of calendars. Schedule meetings, speaking engagements, etc. Make arrangements for visiting observers, medical students, speakers, and all other guests.

Responsible for organizing and composing emails and letters on behalf of faculty. Attend meetings to provide information and serve as a resource person; interview callers; answer questions concerning research faculty activities and transmit instructions and/or information to and from staff members; serve as liaison with administrative personnel, other faculty and staff.

Control and maintain files of records, reports and correspondence required for reference and efficient operation. Create and ensure maintenance of up-to-date procedural manuals and related records

Maintain inventories of lab space utilization and report quarterly to inform space allocation.

This position will provide office coverage to the Assistant for the Department chair as needed.

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Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $19.80 to USD $30.63. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; 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 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

Degrees, Licensures, Certifications

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