STAFF ASST

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

Perform responsible administrative and secretarial duties of a complex and confidential nature in support of major departmental or divisional activities to relieve the supervisor of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations.

 

Work Performed

Screen and route mail and documents; determine which 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. Organize and maintain divisional or departmental files of records, reports, and correspondence required for reference and efficient operation of division or department; maintain up-to-date management and procedural manuals, directives, and related records; interpret new directives, policies, and regulations and inform appropriate personnel of changes. Assist in preparing complex reports and proposals requiring the identification of sources, compilation, analysis, and evaluation of data. Review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors, or omissions to the attention of the supervisor. Assist in the preparation of complex and diversified departmental or divisional budgets making recommendations and projections based on knowledge of program activities and departmental operations. Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules, and regulations. Take and transcribe dictation; type letters, reports, and records ensuring grammatical accuracy, conformance with general policy, and factual correctness. Schedule and coordinate arrangements for seminars and conferences and establish appointments, meetings, and speaking engagements for supervisor; attend meetings to take minutes, provide information, and serve as a resource person; interview callers; answer questions concerning departmental or divisional activities and transmit instructions and/or information to and from staff members; serve as liaison with administrative personnel and external agencies concerning University policies and procedures, grant administration and budgetary preparation and control. Advise and direct secretarial, clerical, or other personnel in the department or division; make work assignments and review work for accuracy and completeness.

 

Perform other related duties incidental to the work described herein.

 

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.

 

Required Qualifications at this Level

Education/Training:

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

Experience:

Work generally requires three 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 and equivalent combination of education and relevant experience.

 

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 three years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budget