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 2,600 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.

 

 

Staff Assistant – Division of Community Health

 

Job Description:

We are specifically looking for a highly motivated, self-driven, team-oriented individual to integrate into this position as a Staff Assistant. The Staff Assistant provides administrative support to the Division Chief, Faculty, and Professional Staff within the Duke University School of Medicine, Division of Community Health.  The Staff Assistant position will provide general administrative assistance within the division with tasks such as; copying, faxing, filing, managing schedules, communication by email, making phone calls, ordering office items, creating and maintaining spreadsheets.   

 

The Staff Assistant position is an in-person position and will effectively balance support multiple initiatives overseen by the Division’s education unit and the community health clinic program, Just for Us.  This position will need to provide excellent customer service to all clients served, external partners and internal division staff. 

 

Work Performed:

Coordinate Meetings and Prepare Materials: Support workflow by preparing information, reports and presentations, as necessary, for scheduled meetings, conferences, speaking engagements, courses, education activities and other commitments within the division; plan and coordinate division-wide events as assigned.

 

Oversee Travel Arrangements and Financial Records: Assist in arranging travel arrangements, oversee and process travel expense reports for submission and reimbursement.

 

External Services Management: Maintain a detailed spreadsheet of all external services, including consulting, presentations, and training. Ensure accurate records of accounting, and financial information

 

Financial Software Proficiency: Maintain knowledge of Duke financial software, including SAP, Concur and other reporting programs.

 

Expense Processing: Process expenses for submission and reimbursement for Duke events and vendors. Maintain all expenditures for balances, correct coding, invoicing, and submission for accounting.

 

Scheduling: Work closely with clinical providers and program staff to ensure clients are scheduled in a timely manner at the request of the provider.  Maintain the schedules so that the providers are able to attend home visit by confirmation calls to clients prior to their visit.

 

Other Duties as needed

 

Skills:

Strong time management skills

Proficient computer skills (including Windows suite programs) with an aptitude to effectively master other/new applications (e.g., online graphic design program, Canva)

Ability to interface with social media platforms for program outreach purposes

Have a proven ability to juggle multiple projects and work with different personalities

Knowledge and understanding of telephone etiquette

Contribute to a positive work environment by living Duke’s values and demonstrating expected behaviors.<