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STAFF ASST

Req ID:  4733
Date:  Aug 7, 2019
Location: 

Durham, NC, US, 27710

Personnel Area:  MEDICAL CENTER

School of Medicine:

 

Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

 

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

 

OCCUPATIONAL SUMMARY

 

Innovations in Healthcare (IiH) is a nonprofit organization hosted by Duke University and founded in 2011 by Duke Health, McKinsey & Company and the World Economic Forum. The organization aims to improve healthcare worldwide by supporting the scale and impact of promising innovations. Innovations in Healthcare collaborates closely with the Duke Global Health Innovation Center (GHIC), part of the Duke Global Health Institute (DGHI). The Center studies and supports the scaling and adaptation of innovations, and related policy reforms, to address critical health challenges worldwide.

 

The Operations Coordinator will perform administrative duties of a complex and confidential nature to support the senior leadership and full team across IiH and GHIC. He/she will interact with internal and external executive leaders and staff to coordinate logistics, communications, and a variety of other administrative duties in support of organizational needs and priorities. The Operations Coordinator will report to the Assistant Director for Operations and Finance for IiH and GHIC.

 

 

WORK PERFORMED

 

Office/Administrative/Scheduling Support: 70%

 

  • Manage schedules for senior leadership of IiH and GHIC, including setting up teleconferences (with participants spread around the world) and coordinating with individuals (both internal and external) to schedule meetings.
  • Provide administrative and logistical support for the IiH and GHIC teams in Durham, North Carolina, Washington, DC, and Nairobi, Kenya, as directed by the Assistant Director, Operations and Finance
  • Provide administrative support for meetings including invitations, arrangements, taking minutes, and organizing logistics where necessary (both on and off-site)
  • Organize travel for IiH and GHIC teams including flight/hotel bookings, schedule coordination, and visa applications where applicable
  • Provide basic financial support for IiH and GHIC teams and activities including clearing corporate credit card charges for personnel, reconciling accounts, processing reimbursement reports, paying invoices, preparing purchase orders via vendor service agreements and preparing reports utilizing Duke@Work online tools and SAP, in coordination with the Assistant Director, Operations and Finance
  • Provide office management support for the team including ordering office supplies, liaising with building maintenance and IT support, and managing a variety of other general office logistics
  • Assist in maintaining and updating websites and social media accounts for IiH and GHIC
  • Ensure SalesForce CRM database is regularly updated with appropriate stakeholders and new contacts received through online and other sources
  • Coordinate use and reporting from BaseCamp as project management tool for team activities and projects
  • Control and maintain files of records, reports and correspondence required for reference and efficient operation of IiH and GHIC
  • Ensure maintenance of up-to-date management and procedural manuals, directives and related records
  • Provide additional ad-hoc administrative/coordination support as required by the IiH and GHIC teams and other related duties incidental to the work described herein.

 

Program Support: 30%

 

  • Provide support for management and coordination of large conferences
  • Provide administrative support to staff within assigned program areas to support the accomplishment of program objectives
  • Maintain liaison with other programs, offices and departments at Duke and external stakeholders to coordinate program business and to accomplish program objectives; interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

 

 

Preferred Skills

 

Excellent customer service, attention to detail and ability to work independently are critical to this position. Experience working in a busy and dynamic environment and, ideally, experience in managing and coordinating events and international travel.

Knowledge and experience with SAP, SalesForce, and BaseCamp, and familiarity with Duke systems considered a plus.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

 

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 University 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 essential job 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.

 


Nearest Major Market: Durham
Nearest Secondary Market: Raleigh

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