Administrative Assistant - Legal Contracting

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Job Level C2 

 

General Description:  This position will provide contracting support for Clinical Contracting Services, a division of Network Services, by administering the established contracting process through its various stages from file creation to termination, and resolving within established division guidelines moderately complex (non-routine) administrative matters as they arise independently or with others. The Administrative Assistant is also responsible for performing varied secretarial activities for the office to assist the attorneys with routine office tasks and is critical to maintain efficient and effective operation of the division. 

 

Preferred experience - legal contracting, paralegal certification background. 

 

Duties and Responsibilities:

• Contract Processing from file creation to distribution within the established procedures
• Reconcile financial transactions and manage employee reimbursements
• Oversee contract delivery and pick-up as necessary, delivering contracts for signature by hand when needed.
• Conducting factual research when needed to resolve an administrative problem.
• Research budget variance and follow up to resolve issues.
• Schedule and maintain calendar of appointments, conference calls and meetings
• Prioritize and resolve external party inquiries and share information with appropriate attorney and/or with supervisor
• Explain policy/procedures to other parties based on knowledge of entity and division guidelines.
• Act as a liaison between the division and its internal and external customers assisting with information and responding to questions concerning department policies and procedures
• Coordinate special projects as assigned
• Assist with document creation and editing in Word, PowerPoint, Excel, Access and Presentation
• Order and issue supplies as appropriate
• File and retrieve records in accordance with established procedures and filing systems
• Prepare and compose routing and general correspondence in accordance with established procedures
• Screen, sort and distribute incoming and outgoing mail in accordance with division procedures
• Perform other related duties incidental to the work described  and in support of CCS/NS as assigned

Knowledge, Skills, and Ability:      

• Use of PC, word processing, presentation, spreadsheet, database software
• Strong oral and  written (email, correspondence) communication skills
• Create correspondence with appropriate content and formatting
• Basic understanding of purposes and goals of business contracts and related documents
• Thorough knowledge of department policies, procedures and goals
• Ability to develop and maintain excellent working relationships with colleagues, peers and customers

 

Minimum Qualifications

 

 

 

Education

High school education or equivalent.

 

Experience

 

Two years of administrative support experience of increasing variety and/or complexity Experience providing administrative support in a legal office is a plus. 

 

Degrees, Licensures, Certifications

 

N/A

 

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.

 

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