Staff Assistant - Eye Center Administration

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

With minimum direction and considerable latitude for independent judgment, serves as principal assistant to the Chief Administrator in the Department of Ophthalmology, with support to the Chief Financial Officer and Chief Operating Officer, and manages the office functions of the Ophthalmology Business Office. This position also provides indirect assistance to the Chair of Ophthalmology.

 

Work Performed

With general guidance regarding priorities, manages the time and calendar of the Chief Administrator, Chief Financial Officer and Chief Operations Officer and the Ophthalmology Business Office, choosing or recommending among competing demands on time, referring matters to be handled by others, and controlling access to other University executives. Makes travel arrangements and other preparations. Represents the Chief Administrator in contact with University officers, faculty, alumni, and staff, relaying (and frequently anticipating) the Chief Administrator’s instructions, preferences and concerns, and obtaining reports or recommendations.

Instructs staff on administrative issues. Assists in orienting new faculty, staff and visitors, providing guidance or suggestions.  Maintains confidential records, files and other information. Processes University forms and other University related paperwork. Processes other paperwork such as affiliation agreements, contracts, leases, etc. Maintains and prepares organizational structures.  Represents the Chief Administrator in requisitioning and arranging for administrative and other service, including support staff, space, equipment and supplies. Serves on committees as assigned.  Assists in the annual audit, capital and budget processes. Other duties and tasks as assigned by the Chief Administrator.

Assists the Chief Administrator in report preparation for meetings and presentations. Coordinates the preparation of other reports as assigned. Assists in facilitating current, new and special projects for the Chief Administrator including business plan formats and PowerPoint presentations as assigned. Anticipates the needs and obtains background material for decisions and conferences. Compiles, edits, and checks for accuracy the material for reports, correspondence and publications. Solicits agenda items and takes meeting minutes.

Backs up other offices as necessary, performing all aspects of that role and assists with administrative tasks. Other duties as assigned.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

 

Minimum Qualifications

Education

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

Experience

Work generally requires four years of related secretarial/clerical OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

Skills

Proficiency in Microsoft Office Suite, specifically Word, Powerpoint and Excel.  Executive Calendar Management. Strong Written and Oral Communication Skills, including Business Writing.  Strong Organizational and Prioritization Skills.  Excellent customer service focus.

 

Job Code: 00000476 STAFF ASST
Job Level: 09

 

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