Staff Assistant, Occupational Therapy Doctorate Program

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.

Staff Assistant, Occupational Therapy Doctorate Program, Orthopaedic Surgery

 

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.

 

Work Performed

Graduate assistants

· recruitment – design and implement information session, explain and notify FAFSA deadlines

· Application process- review and evaluate applications, create selection process

· Coordinate hiring – notification, payroll set up

· Work with financial aid to set up Federal Work Study payments

· Create system to predict and evaluate FWS hours

· Graduate Assistant Supervision

· Review GA and GTA Timecard inputs against time spreadsheet and schedule to verify accuracy

· Review and have ready biweekly timecards for supervisor to approve

· GA onboarding and training

· GTA onboarding

· Create GA Shift schedule

· Management of GA shifts- assignment and supervision of tasks,

· Conduct performance reviews with corrective action when necessary

· transcript and professionalism review for eligibility each semester

Student Affairs Support

· Research and compile resources of services for students

· Meet with students and triage student issues

· connect students to the appropriate university resources

· Assist students in navigating resources and troubleshoot problems

· Liaise with the Student Disabilities office to ensure accommodations are communicated to faculty

· Coordinate logistics of accommodation needs

 

Student Professionalism Support

· Teach students the policies and protocols for conference attendance and presentation including the program financial support policies

· Assist students seeking reimbursement for conference expenses

· Assist students with materials for conference presentations (order posters, flyers, Duke marketing materials)

Special Events

· Coordinate the planning and implementation of large program events (convocation, commissioning, graduation, Scholarship Week, Capstone “Ted” talks, etc.)

· Create and manage a budget for each event.

· Responsible for clearing all corporate card payments or corporate code payments.

· Coordinate all marketing materials, tickets, invitations, decorations, catering, space reservations, A/V needs, calendar coordination, etc.

Curriculum Support

· Enter schedule into EMS and communicate conflicts with operations manager

· Create TBL teams, CAMP groups, Formation sections and ensure students are registered for correct sections

· Coordinate Huddle curriculum, schedule, confirm, and provide logistical support for guests

· Track and submit requests for class and event Guest speaker payments.

· Report on budget in relation to guest speakers

· Create and disseminate clinical instructor contracts

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.

 

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.

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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/ac