Staff Assistant
Durham, NC, US, 27710
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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.
Occupational Summary
This is a part-time position for 12 regularly scheduled hours per week during core business hours (8-5 Mon-Fri). Exact schedule to be determined upon hiring.
The Duke-UNC Tobacco Treatment Specialist Training Program is a collaboration between the Duke Cancer Institute, University of North Carolina at Chapel Hill, and the North Carolina Division of Public Health to provide evidence-based tobacco treatment training for health professionals. The Program conducts regular interactive virtual and in-person training. The Staff Assistant supports the trainees as they navigate technical components of virtual training and responds to inquiries about training. The Staff Assistant also supports the Program Coordinator and Program Directors at the three partner institutions.
Remote work is available for this opportunity after a period of training and provided the arrangement continues to support the missions of the Program and Duke. Remote work will be contingent on the employee successfully demonstrating they can meet expectations under this arrangement.
Work Performed
Program Coordination – 40% Effort
-
Maintain liaison with TTS program coordinator, TTS program directors, university departments, and outside sources as required to obtain and provide pertinent information and to answer inquiries concerning program activities.
-
Maintain liaison with potential, current, and past TTS program participants to obtain and provide pertinent information and to answer inquiries concerning program activities.
-
Assist TTS program coordinator to create agendas, identify and confirm speakers, and identify and reserve appropriate resources for events.
-
Assist with coordinating and updating course resources. This includes updating participant course sites; generating course completion certificates, compiling course evaluation data; and other information to be identified.
Administrative Support (40%)
-
Registration: Manage and update registration databases for course activities
-
Technical Assistance: Plan and schedule work priorities in accordance with program goals and deadlines. This may include meeting and technical support for platforms and systems during live (virtual and/or in person) trainings.
-
Advise TTS program coordinator as to the status of current activities and additional or expanded program requirements; make recommendations for solutions to problems identified.
Financial Management (20%)
-
Manage invoicing and payments for program activities
-
Create and maintain financial records per institutional guidelines
The above statements describe the general nature and level of work being performed. This is not intended to be an exhaustive list of all responsibilities and duties required. Employees may be directed to perform job-related tasks other than those specifically presented in this description. The intent of this job description is to be representative of the level and the types of duties and responsibilities that will be required of this position and shall not be construed as a declaration of the total specific duties and responsibilities.
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 administrative support 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 to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.
Preferences
-
The preferred candidate for this position will have experience navigating online education portals, including Canvas, and coordinating virtual meetings through Zoom, MS Teams, and other platforms.
Job Code: 00000476 STAFF ASST
Job Level: 09
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 collectivesuccess 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 Universityand 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