Staff Assistant - Chair Suite, Department of Orthopaedic Surgery

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.

The position is on-site Monday-Friday 8 am – 5 pm

 

Occupational Summary

Perform responsible administrative and secretarial duties of a complex and confidential nature in support of departmental activities to relieve the supervisor of varied clerical and administrative responsibilities to maintain efficiency in organizational operations in a fast-paced professional office of the Chair, Department of Ortho Surgery. The position will report to the Chief Administrative Officer (CAO). This position will support the Chief Administrative Officer (CAO) (50%), Vice Chair for Implementation of Spine Health Innovation (30%), and Vice Chair for Equity, Diversity, and Inclusion (20%).

 

Work Performed

• Contribute to the professional, efficient operation of the Department of Ortho Surgery, Chair suite. Including coordination, maintenance, and daily monitoring and administration of facilities, and assisting administrative staff with service requests.
• Manage and provide general reception services to the Chair, Department of Ortho Surgery suite.
• Will provide back support to Administrative Assistant for Department Chair. Manage purchases, storage, and supply inventories.
• Duke Engineering & Operations and housekeeping site contact.
• Mail operations coordinator for the department.
• Management of conference room calendars, onsite meetings, and guests.
• Manage and monitor shared office equipment and contracts. Manage the distribution of Football and Basketball tickets per the direction of the Department Chair and CAO.
• Coordinate office moves to include managing furniture inventory needs, and IT needs.
• Track and distribute parking validation tickets
• Other office administration and maintenance-related tasks as needed for the IPE building. Expense reimbursement using Concur and accounts payable administration for the division to include follow-up communications with faculty, staff, and supervisor.
• Use Buy@Duke to submit and manage purchase orders and receipts of technology and supplies.
• Coordinate and schedule meetings and internal staff events for the Vice Chair for Implementation of Spine Health Innovation, and Vice Chair for Equity, Diversity, and Inclusion.
• Attend and assist in the planning of various events including social, conferences, fundraisers, and professional, industry-sponsored training programs as needed.
• Assist with employee onboarding and offboarding.
• Maintain department and divisional contact lists.
• Interpret new directives, policies, and regulations and inform appropriate personnel of changes; make decisions on specific operating problems and issue instructions in the name of the department or division head.
• Control and maintain divisional or departmental files of records, reports, and correspondence required for reference and efficient operation of division or department; ensure maintenance of up-to-date management and procedural manuals, directives, and related records.
• Compile data and statistics; prepare complex reports and proposals requiring the identification of sources, compilation, analysis, and evaluation of data.
• Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules, and regulations; determine which correspondence to respond to or which to bring to the supervisor's attention based on the content of communication and broad knowledge of departmental programs and activities.
• Schedule and coordinate arrangements for seminars and conferences and establish appointments, meetings, and speaking engagements; attend meetings to provide
• information and serve as a resource person; interview callers; answer questions concerning departmental or divisional activities and transmit instructions and/or information to