Staff Assistant

Location
North Carolina, United Sates
Posted
21 Nov 2018
End of advertisement period
21 Jan 2019
Ref
401503625
Contract Type
Permanent
Hours
Full Time

Job Description

Occupational Summary

Perform administrative and secretarial duties of a complex and confidential nature in support of departmental or divisional activities to relieve supervisor of clerical and administrative responsibilities and to maintain efficiency of departmental or divisional office.

Work Performed

(Hours are Mon-Fri 9:00 am -5:30 pm)

  • Screen and route mail and documents; determine which to respond to or bring to attention of supervisor.
  • Organize and maintain divisional or departmental files of records, significant items, changes, errors or omissions to the attention of the supervisor.
  • Take and transcribe dictation; type letters, 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; compile and summarize data and assist in preparing regular and special reports requiring analysis and evaluation of data; review reports received for supervisor; check and compare with source documents and bring.
  • Maintain, review and reconcile departmental or divisional budgetary records, prepare budgetary projections and recommendations based on instructions and established procedure.
  • Prepare letters and statements a portion or all of which may be composed or compiled on the basis of personal knowledge of subject matter; prepare inter-departmental memoranda explaining new or revised policies and procedures as necessary. ensuring grammatical accuracy, conformance with established procedures and factual correctness. Arrange for and schedule appointments and meetings for supervisor; interview callers; answer questions concerning departmental or divisional activities; transmit instructions and/or information to and from staff members; serve as liaison with internal and external agencies; make proper referrals as necessary; prepare materials and make arrangements for conferences and travel; prepare necessary documents for supervisor's use in meetings; may attend meetings to take minutes or provide information as requested.
  • Advise or direct secretarial, clerical or other personnel in the department or division; make work assignments and review work for accuracy and completeness.

Knowledge, Skills, Abilities

Successful incumbent will work well independently.

Requisition Number: 401503625
Location: Durham 
Duke Entity: CENTRAL ADMIN MANAGEMENT CTR
Job Code: 708 STAFF ASST
Job Family Level: 07
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.

Education

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

Auto req: ID105743BR