Administrative Assistant/Office Manager

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.

 

OCCUPATIONAL SUMMARY

 

The Office of Duke-NUS Affairs is seeking an experienced and detail-oriented Administrative Assistant to provide calendaring and time management support to the Director and to coordinate the daily administrative operations of the office. The ideal candidate will manage varied clerical and administrative responsibilities and maintain efficiency in organizational operations.

 

WORK PERFORMED

 

Administrative Support (40%)

 

• Serve as chief time management point person for Director. Manage the Director’s calendar and maintain a global view of upcoming meetings, presentations and appointments. 
• Coordinate and logistically support activities including meetings, dinners, special events and retreats. Anticipate and block working time as needed.
• Assist with preparation of materials, ongoing organization and tracking of project information, and readiness for meetings and presentations. Attend meetings and take minutes as needed.
• Review and evaluate incoming correspondence, documents, and publications. Draft replies for the Director’s signature, direct to appropriate person or handle personally. Independently determine which items are to be forwarded to the Director or redirected to other staff and prepare background information.
• Arrange foreign and domestic travel, including coordination of meetings, conferences, arranging hotels, preparing travel reimbursements, personal expense reports and third-party expenses.
• Prepare the Director’s expenses related to memberships, travel, and reimbursements as needed, and clear monthly p-card transactions in a timely fashion.

 

Departmental Support (40%)

 

• Monitor office operations, specifically with regards to technology, phones, printers. Screen and route office mail and general email and phone.
• Order office supplies and manage inventory, ensuring that all supplies are well-stocked and available as needed.
• Coordinate asset management, ensuring that all Duke-NUS assets are properly tracked and maintained.
• Submit building maintenance requests, follow-up with vendors, and ensure that issues are resolved in a timely manner.
• Maintain all office files, both hard and electronic copies. Archive files as necessary.
• Safeguard all suite keys and departmental parking passes, ensuring that they are used responsibly and kept secure.

 

Program Support (20%)

 

• Assist with logistics of events and guest visits hosted by the office as needed. Print materials, assemble welcome packets, prepare gifts, and greet guests.
• Contribute to program delivery and event management by coordinating logistics such as transportation, vendor management, AV needs, and space reservations.
• Perform data entry and maintain database of all individuals affiliated with the office.

 

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibil