Staff Assistant

North Carolina, United States
20 Nov 2018
End of advertisement period
20 Jan 2019
Contract Type
Full Time

Occupational Summary

Perform responsible administrative and secretarial duties of a complex and confidential nature in support of divisional activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations. Requires critical thinking skill set with the ability to manage multiple priorities and deadlines working independently to support the newly appointed Division Chief of Movement Disorders within the Department of Neurology.

Work Performed

  1. A major role in facilitating the division’s reorganization,expansion, and launch of new initiatives is anticipated. Activities in this regard are expected to include: Control and maintain divisional files of records, reports and correspondence required for reference and efficient operation of division; maintain up-to-date management and procedural manuals, directives and related records; interpret new directives, policies and regulations and inform appropriate personnel of changes. Make decisions on specific operating problems and issues instructions in the name of the division. Assist in preparing complex reports and diversified divisional proposals requiring the identification of sources,compilation, analysis and evaluation of data specific to the division, research grants or other projects assigned by division chief or other providers. Inform staff members of the project status timelines. Make recommendations based on knowledge of program activities and divisional operations. 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. Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations. Critical thinking analysis to determine which correspondence to respond to or which to bring to manager’s attention based on content of communication and broad knowledge of division programs and activities. Assist with Divisional Fellowship program.

    General office management:

    calendar management, travel arrangements, scheduling meetings, general correspondence, and ordering supplies. Submit Employee Travel & Reimbursement expenditures on behalf of providers, insuring appropriate cost objects and GLs are used and expenditures have necessary documentation, are allowable, and are cleared by established deadlines. Bring any questionable expenses to the attention of the Division Administrator and/or Grants and Contracts Administrator. Assistant will advise and direct secretarial and other personnel in the division, Resource for staff assistant because of expertise in clinical support in multiple areas. Resource for supervisor for resolution of issues of work flow issues. Resource for the appointment center if the Access Manager is unavailable. Provides coverage for multiple providers when other staff assistants are out of the office. This includes emergency coverage during scheduled time off and long-term coverage to multiple areas during position vacancies.
  2. Activities will also include routine administrative support to faculty within the division. Such activities will typically include: 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 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. Clinical support responsibilities include: Ensure outside records are in Maestro Care for new patients, second opinions, and self-referrals prior to the appointment. Responsible for uploading external patient images through power share and scanning medical records into Epic. Submit schedule change requests. Reschedule patients that need to be cancelled within 45 days of the clinic date. Coordinate urgent appointment requests as directed by the providers. Assist providers with coordination of DME equipment. Review schedules for errors and address with the appropriate department.

Requisition Number 401504370
Location Durham
Job Code 148 STAFF ASST
Job Family Level 08
Exempt/Non-Exempt Non-exempt
Full Time / Part Time FULL TIME
Regular / Temporary Regular
Shift First/Day

Minimum Qualifications

Duke University 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, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions:

Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.


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.


Work generally requires three years of related secretarial/clericalexperience to acquire skills necessary to administer complex office functions related to office management, communications, andbudgetary/accounting activities. OR and equivalent combination of education and relevant experience.

Auto req ID