Staff Assistant in Anesthesiology

North Carolina
23 Nov 2018
End of advertisement period
23 Jan 2019
Contract Type
Full Time

Job Description

Work Performed

Faculty Support Duties:

Scheduling and maintenance of clinical and non-clinical calendars for a group of 8-12 faculty members
Maintenance and reconciliation of FDA and Discretionary expense accounts
Assistance with grant, manuscript, and book chapter submissions including formatting, bibliography, End Note library creation, requests for letters of support, table or figure creation and/or formatting, site uploading and document conversion

  • Assistance with ordering of lab supplies
  • Formatting of any requested documents
  • Maintenance of all publications via CT Publications Tracker
  • Reconcile expense accounts related to faculty
  • Organize and maintain faculty electronic and paper files - correspondence, credentialing, licensing and certification, reference materials, publications, memberships, FDA expenses.
  • Maintain CVs for all faculty in the division
  • Prepare and submit faculty dues, membership, travel, and reimbursement expenses.
  • Schedule and coordinate travel arrangements and registration for seminars and conferences. Schedule appointments and meetings with various departmental/divisional faculty, staff, vendors, and committees.
  • Assist with meeting agenda preparation and have available supporting documents prior to meetings.
  • Assist faculty in the preparation of presentations and publications.
  • Arrange, schedule, coordinate, and track activities for division faculty, faculty facilitators, visitors and learners.

Divisional Support Activities:

  • Interpret and implement divisional policies and procedures on behalf of the Division Chief, making decisions on specific operating problems and issuing instructions in the name of the Chief.
  • Assist Division Chief with CDE productivity reporting. Use QGenda to track clinical productivity.
  • Independently generate complex and detailed presentations and reports for the Division Chief.
  • With general guidance as to priorities, manages the time and calendar of the Division Chief, choosing or recommending among competing demands on time, and referring matters to be handled by others.
  • Collating, arranging and organizing financial information for the Division.
  • CME Associate for various conferences and meetings, which includes completing applications, composing faculty invitation letters, agenda creation, meeting/conference arrangements, participant correspondence, financial accounts, and all event planning aspects of the conference.
  • Fellowship coordinator ensuring fellowship compliance and working with all divisional fellows.

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.

Requisition Number: 401512022
Location: Durham 
Job Code: 563 476 STAFF ASST
Job Family Level: 09
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 four 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 AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Auto req: ID106338BR