Staff Assistant - Marcus Center for Cellular Cures

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.

The Marcus Center for Cellular Cures (MC3) https://marcuscenter.duke.edu/  has an exciting growth opportunity for a motivated individual to fill an in-person Staff Assistant position in their administrative offices. The position is located at 2400 Pratt Street, Durham, N.C. 

MC3 Vision: To live in a world where every person has access to high quality and effective cell based therapies

MC3 Mission: Together we design, develop and deliver the highest quality cellular therapies to improve health

OCCUPATIONAL SUMMARY:

Perform administrative and secretarial duties, of a complex and confidential nature, in support of major program activities conducted in the Center.  Assist supervisor with a variety of clerical and administrative responsibilities to maintain efficiency in organizational operations. This individual will support Dr. Shaz, Deputy Director of the Marcus Center for Cellular Cures and provide backup to the Administrative Coordinator for the support of Dr. Joanne Kurtzberg, Director of the Marcus Center for Cellular Cures (MC3). They will also provide administrative support for the Duke Pediatric Transplant and Cellular Therapy (PTCT) Program’s Family Support Program (FSP), as well as provide general support to all other groups within MC3. This position will report to the Administrative Coordinator heading the Office of the Director.

WORK PERFORMED:

30% - Assist the Director and Deputy Director with varied clerical and administrative responsibilities, including but not limited to daily scheduling, screening and triaging calls, returning phone calls, resolving phone and email inquiries, corresponding with patients and drafting letters. Support Administrative Coordinator with all travel requests for Director and Deputy director, including booking air travel, hotel and ground transportation. Maintain Deputy Director’s calendar, CV and Duke travel expense reimbursements.

30% - Provide assistance to the Pediatric Transplant and Cellular Therapy (PTCT) Family Support Program (FSP) by accepting and tracking donations, inventory management, donor acknowledgement, social media and website maintenance, event support, and other duties as needed.

15% - Schedule meetings for MC3 and CCBB Programs with internal and external participants, coordinate facility and conference room requests, order catering for lunch meetings, support with onboarding new hires, monthly time off calendars and inventory/maintenance of communication sources (e.g. cell phones, computers, office phones, Microsoft Teams, Zoom, RightFax, etc.)

15% - Track and order office supplies, sort confidential files for Carolinas Cord Blood Bank (CCBB), schedule clinical research patient appointments, upload patient documents and sensitive information to EPIC.

10% - Perform other related duties incidental to the work described herein.

Requirements

• Excellent verbal and written communication skills
• Attention to detail
• Intermediate to advanced experience with Outlook, Word, Excel, Power Point, Microsoft Teams and Zoom. Familiarity with Canva is a plus.
• Experience with patient information system (EPIC) is preferred
• Must be dependable and able to multi-task
• Ability to work well under pressure
• Ability to organize workload and handle several projects at a time
• Writing/editing skills
• Ability to work independently
• Experience posting on social media (Instagram and Facebook) preferred.

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 secretarial science or a related business field.

Experience

Work generally requires three 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 and equivalent combination of education and relevant experience.

Skills

N/A

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.

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