STAFF SPECIALIST

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.

Position Summary:

The staff specialist is a key team member of the internationally renowned Duke Department of Ophthalmology Education and Residency program.  This role, in collaboration with the team is responsible, for planning and execution of virtual, live, and hybrid events, supports ophthalmology trainees, and provides administrative support.   Education events are often held in the evening and on weekends, so the ability to work unusual hours will be required for this position. This position reports to the Program Director for Continuing Medical Education (CME). 

Desired Traits/Skills:

• Assisting with project management and event planning experience, including meeting numerous deadlines and objectives while managing multiple concurrent projects/events
• Excellent time-management and organizational skills
• Ability to work independently, as part of a team, cross functionally with other units within the department in a fast-paced environment
• Ability to communicate professionally and effectively with a wide variety of constituents
• Comfortable learning and incorporating new technology and software
• Enthusiastic, detail oriented, friendly, resourceful, flexible, proactive, and creative
• Proficiency with Microsoft Office products (Word, Outlook, PowerPoint, Excel, SharePoint), Cvent, Zoom, Qualtrics, Canva, and Concur
• Ability to work in the evenings and on weekends required roughly 50%.  At minimum 3 month notice provided. 

Event Management and Production 

Includes virtual, in person and hybrid meeting coordination and execution.  Expected to complete projects on time, within budget, and aligned with objectives.  Responsibilities include but not limited to:

• Supporting continuing medical education (CME) and Residency Program Coordinators with events
• Manage attendee registration
• Create and distribute invitations and post-event surveys, deliver results to appropriate person
• Conference room reservations and preparation
• Coordinate with speakers to obtain lecture titles, recordings, disclosures, consent authorizations and behind the scenes agenda in a timely manner prior to event
• Oversee and serve as the lead for operating online platforms, displaying recordings or presentations, and ensure timing is met
• Troubleshoot and predict issues/challenges to ensure meetings run smoothly
• Edit recordings submitted for online events and prepare for post-meeting distribution

Resident & Fellow Onboarding, Orientation and Support

• Assist with resident and fellow onboarding, ensure required forms, disclosures and surveys are completed, pagers assigned, white coats ordered, embroidered, and delivered, scrub cards obtained, and parking is confirmed
• Assist with preparing and managing orientation for incoming residents and fellows by arranging faculty, administrate team and other speakers for the agenda, confirm times and ensure schedules are blocked
• Schedule resident and fellow photography, create photo sheets, and distribute photos to residents and fellows
• Maintain weekly resident lecture schedule, OKAP study sessions, and create virtual meetings or reserve conference room space
• Support Annual Resident and Fellow Scientific Session, create evaluation, prepare recordings for viewing and evaluation, create, distribute, and deliver results of evaluations

Other Administrative Activities:

• Serve as Zoom Enterprise Account Manager
• Manage and facilitate departmental calendars, weekly schedule distribution, identify calendar conflicts
• Ensure conference rooms are ready for use, identify repairs needed, schedule AV
• Schedule catering for weekly resident meetings and other departmental meetings and events as needed, set up and tidy up.
• Arrange hotel and local transportation accommodations as needed for speakers traveling to Duke

• Order and maintain inventory of office supplies using Buy@Duke
• Submit invoices for payment, request honorariums, managing receipts for reconciliation, budgeting

About Duke Ophthalmology/Duke Eye Center

Duke Ophthalmology is a department within Duke School of Medicine.  Commonly referred to as Duke Eye Center, our faculty specialize in all areas of ophthalmology comprised of almost 100 clinical and research faculty, and home of several unique centers of excellence focused on rare and complex diseases.  

A top 10 ranked eye center in the US News & World Report Best Hospitals survey since the survey began more than 30 years ago, Duke Eye Center is dedicated to curing eye disease worldwide though excellence in research, education, and patient care.    

About Duke School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked among the best in the nation, 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 human health locally and around the globe.

Composed of more than 2,500 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.   

Minimum Qualifications

Education

Work requires knowledge of basic mathematical, research and communications principles [TH1] normally acquired through two years of postsecondary education.

Experience

Work generally requires four years of clerical or research experience OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE to acquire strong skills in administrative, office or project management, communications.  A bachelor's degree in a field of study directly related to the position may be substituted for the two years of experience requirement.

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 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

Minimum Qualifications

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.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $ 19.41 to USD $30.03. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and keyskills; internal peer equity; as well as market and organizational considerations when extending an offer. 

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.