Staff Assistant

Location
North Carolina, United States
Posted
26 Nov 2018
End of advertisement period
26 Jan 2019
Ref
401511674
Contract Type
Permanent
Hours
Part Time

Job Description

Duke’s Department of Orthopedic Surgery has an opportunity for a Staff Assistant supporting the Feagin Leadership program.  This position is located at the Center for Living Campus located at: 3475 Erwin Road Durham, N.C.

Travel is involved with this position several times annually to domestic US locations for event planning.

More information about the Feagin Leadership Institute is located at the following link: https://www.feaginleadership.org/

Preferred skills for this position: 

Prior experience with updating webpages, prior use of database programs, advanced skill set in Microsoft office Suite, ability to learn and/or use social media and maintain the program website.

Occupational Summary

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

Work Performed

Interpret new directives, policies and regulations and inform appropriate personnel of changes; make decisions on specific operating problems and issue instructions in the name of the department or division head.  Duties include: scheduling meetings/appointments, attend weekly staff meetings and prepare agenda and take notes, general administrative assistance including answering emails, phone calls, scheduling, filing, ordering office supplies, serves as liaison between scholars and board members and between Chairman and Executive Director

Control and maintain divisional or departmental files of records, reports and correspondence required for reference and efficient operation of division or department; ensure maintenance of up-to-date management and procedural manuals, directives and related records.  Duties include: Reconcile weekly and monthly gift reports from Alumni & Development Records and reconcile end of year totals and compare with business office, ADR and our system, processing check requests, purchasing for the Feagin Leadership department including e-procurement receipts submissions, travel arrangements for groups of 25 or more. 

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; inform staff members of financial status of various projects. Duties include; working with video editor on taping of various events, travel with the leadership team as needed and preparing offsite events and sessions, preparing selection committee packets for Feagin Leadership applicants, creation of content of quarterly newsletter, annual report, pledge cards, invitations, program brochure, scholar materials, preparation of annual Feagin Leadership forum including creation of Forum materials such as slides, posters, table tents, attendee packets, program book, invitation letter, invitation mailing, RSVP list, hotel reservations, travel, venue, venue setup and breakdown and catering.

Compile data and statistics; prepare complex reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data. Duties include: Maintain database and run e-Tapestry reports as needed on donor/scholar/constituents.

Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations; determine which correspondence to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities. Schedule and coordinate arrangements for seminars and conferences and establish appointments, meetings and speaking engagements; attend meetings to 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. 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. Advise and direct secretarial, clerical or other personnel in the department or division; make work assignments and review work for accuracy and completeness. Recommend various personnel actions including, but not limited to, hiring, performance appraisals, promotions, transfers and vacation schedules.

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.

Requisition Number 401511674
Location Durham
Duke Entity MEDICAL CENTER
Job Code 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.

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 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 ID

106331BR