Administrative Assistant, Orthopaedic Surgery, Chair Suite

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 positon is hybrid/on-site 4 days per week/1 day remote

 

Occupational Summary

Perform complex and confidential administrative and secretarial duties 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. Includingcoordination, maintenance, and daily monitoring and administration of facilities, and assisting administrative staff with service requests.

Perform advanced, diversified, and confidential administrative duties by independently preparing meeting agendas, memos, and correspondence; completing a variety of non-routine assignments; coordinating busy and shifting office calendarsincluding scheduling and coordinating meetings and/or conferences, and attending meetings for the purpose of recording, preparing and distributing minutes and reports; processing a considerable amount of confidential and sensitive information in support of administrative activities, which may include clinical practice issues; serve as the primary liaison for executive and other senior management personnel. Assist in the timely management of all communications, both written and verbal with a wide- variety of constituents including peer institution and agency executive personnel. Compose written communication independently and routinely as needed to support and initiate action. 
 

• Design, manage, and complete project work as needed including but not limited to faculty performance review management, public relations, and regulatory administration. 5%

• Advise staff on rules and regulations related to the administration of the department; monitor follow-up as needed. 10% 

• Manage daily operation of the Department Chair suite by assisting in developing administrative goals and priorities for departmental long-range strategic planning; communicating, implementing, interpreting and revising policies and procedures as appropriate; facilitating process improvement analysis for work unit; maintain knowledge of technology. 5%

• Routinely interpret University policy, rules, and regulations with the support of HR. Respond in a timely manner either verbally or in writing as needed. 5%

• Collect, analyze, and present information and recommendations to the CAO. Develop presentations as needed for both; deliver presentations if needed. 10% 
Working in a spirit of continuous improvement: identify, create, design, and implement projects that add efficiencies to the department in support of organizational goals. These projects may be administrative, programmatic, or procedural in nature. Exceptional skill in identifying and working with project stakeholders must be demonstrated at all times. 10% 

• Manage the calendar and signatory duties for CAO. Including scheduling of meetings, coordination of travel and events for the CAO. 5% 

• Create and project budget needs for office supplies, furniture, paper, toner, and equipment, the chair’s professorship portfolio and events and public relations. Reconcile expenditures to budget monthly. Secure budgeted items as needed. 5% 

• Working with peers, coordinate the transition process for new faculty and staff joining the organization; identify appropriate early contacts and facilitate those connections for productive relationship-building. 5%

• Prepare or supervise the preparation of materials for meetin