STAFF ASSISTANT

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.

 

Job Summary

 

Provide high-level administrative support for the complex operations of the Department of Medicine's Appointments, Promotions, and Tenure (APT) processes. This role ensures the seamless execution of essential activities by managing diverse administrative responsibilities, optimizing workflows, and supporting the APT team in achieving its objectives efficiently. This position will report directly to the APT Systems & Faculty Promotions Coordinator, with a dotted-line relationship to other APT Administrative Coordinators.

 

The Staff Assistant will collaborate with faculty leadership, divisional administrators, and external stakeholders to streamline workflows, monitor key processes, and maintain compliance with institutional policies and standards.

 

Duties and Responsibilities

 

Promotions

 

• Prepare, proofread, and edit faculty promotion letters, including DAPT Committee Letters and Chair-to-Dean letters, ensuring they align with departmental guidelines, academic standards, and institutional policies. Collaborate with division leadership and committee members to refine content and maintain accuracy.
• Manage the collection, organization, and submission of required promotion dossier documentation, including CVs, intellectual development statements, and DAPT committee votes. Ensure all materials are complete, compliant, and submitted to SoM APT by established deadlines.
• Act as a liaison between the APT team, faculty members, and division administrators to provide updates on promotion progress, address inquiries, and streamline communication related to promotion letters and related processes.
• Communicate with external reviewers regarding requests for letters, reminders, extensions and deadlines.

 

Appointments: Faculty Hiring and Onboarding

 

• Provide support for faculty onboarding processes during the absence of the lead onboarding coordinator, ensuring smooth transitions and timely completion of tasks.
• Support the lead onboarding coordinator with documentation preparation and onboarding activities during peak times.

 

Tenure and Credentialing

 

• Help process tenure-related documentation and faculty credentialing processes during busy periods, ensuring accuracy and adherence to institutional standards.
• Assume responsibility for key tenure and credentialing activities during the lead coordinator’s absence, ensuring accuracy and timely completion.

 

Chair Office Administrative Support

 

• Handle scheduling, calendar coordination, and meeting arrangements as needed for Chair office leadership.

 

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 experience to acquire skills necessary to administer compl