STAFF ASSISTANT

This position is grant funded

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.

STAFF ASSISTANT

Regional Biocontainment Laboratory (RBL) – Duke Human Vaccine Institute

 

OVERVIEW

The Duke Human Vaccine Institute (DHVI) is a large interdisciplinary organization with a goal to develop vaccines and therapeutics for HIV, Influenza, SARS-CoV-2, and other emerging infections. The Duke Regional Biocontainment Laboratory (RBL) Program Assistant position will serve as key administrative support for RBL investigators and staff. This position will be responsible for day-to-day administrative/office needs of the state-of-the-art biocontainment facility. The position also supports research by tracking scientific equipment and service contracts, coordinating deliveries, and reviewing orders for compliance with financial policies. The DHVI Safety Team, which is based out of the RBL, is also supported by this position.

 

RESPONSIBILITIES

• Receive and answer correspondence on behalf of faculty and senior leadership supported in a timely manner and prepare formal correspondence and documents as required. Review communications (emails, phone calls, in-person requests) and determine appropriate response and action. Prioritize and resolve inquiries in a timely manner. Determine what communications can be directly responded to, which requires the attention of others, and in these cases, who the appropriate person is.
• Schedule and maintain faculty and senior leadership calendars of teleconferences, appointments, meetings, speaking engagements, and travel itineraries. Schedule conference rooms for faculty and laboratory meetings. 
• Prepare expense reports and invoices, process reimbursements, and audit procurement card expenses for faculty and assigned card holders in accordance with the defined processing timelines.
• Generate itineraries and book travel for faculty, including domestic and international travel arrangements. Utilize judgment to develop itineraries that are most cost-effective and appropriate for the function. 
• Provide backup and support to the other administrative staff as required. This may include, but not be limited to, answering phones, mail distribution, ordering office supplies, etc.
• Schedule travel and interview itineraries for candidates and visitors to faculty. Ensure candidates and visitors arrive without difficulties and escort them to meet with appropriate individuals during their visit. Serve as a source of information for staff and visitors.
• Assist in planning, coordinating, and preparing materials for events including scientific meetings and seminars. Assist with the coordination and execution of these events, to include arranging administrative needs for meetings and events as well as developing, collecting, and editing agendas, slides, or handouts as required.
• Assist in