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 2,500 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.

 

Join a collaborative office environment by using your administrative expertise to support senior leadership and daily operations!

 

Be You.

 

Perform responsible administrative and secretarial duties of a complex and confidential nature in support of the office of the Associate Dean, Space Management and Research Resources to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations.

 

Work Arrangement – Hybrid - This position is considered a hybrid position. Much of the work can be done remotely, however there are times when it is necessary to work in the office.

 

DEPARTMENTAL PREFERENCES

 

Expertise in MS Word, PowerPoint, Excel, Outlook, ETR SAP tools, SAP, Adobe, Qualtrix, Doodle Polls, Zoom.

 

Strong Customer Service skills, organizational skills and complex calendar management skills, advanced PowerPoint and Adobe skills preferred.

 

MINIMUM QUALIFICATIONS

 

Education/Training - Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two (2) years of post-secondary education in administrative support or a related business field.

 

Experience - Work generally requires four (4) years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

 

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

 

Be Bold.

 

Work Performed

 

Responsible for providing the full breadth of support for the Associate Dean and Director, working autonomously and independently to manage their activities.

 

• Responsible for independently and confidentially managing complex calendars including full meeting support, this includes items such as zoom set up, in person set up that may involve refreshments, may also involve travel arrangements. When appropriate taking notes, and tracking action items.
• Prepare presentations as needed, may involve Power Point presentations or Adobe compilations.
• Responsible for providing Administrative support for the entire office, ensuring activities are following current policies and procedures, providing guidance and recommendations when new processes are being developed:
• Responsible for control and maintenance of electronic and paper files of records, reports and correspondence required for reference and efficient operation.
• Responsible for managing the cell phone program for the office.
• Responsible for tracking various staff information such as off-site equipment, contact lists, coordinating gatherings, etc.
• Responsible for financial oversight to include management of all PCard, Buy@Duke, Reimbursements, etc. Finalizing and executing contracts and Purchase Orders.  Responsible for tracking PO’s and expenses for office, working with vendors when there are issues. 
• Responsible for managing the on-boarding materials and organization around the on-boarding documentation and meetings of new staff.
• Responsible for all AV Service Selection Documentation and reconciliation
• Responsible for Disaster Response information tracking, including items such as: