Staff Assistant

Location
North Carolina, United States
Posted
27 Nov 2018
End of advertisement period
27 Jan 2019
Ref
401512968
Contract Type
Permanent
Hours
Full Time

Job Description

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:

  • Manage calendar and appointments of Medical Genetics faculty, assist in prioritizing meeting requests and appointments, proactively identify potential conflicts and issues.
  • Manage travel arrangements for Medical Genetics faculty members, including making and confirming travel reservations when necessary.
  • Work with the team members of the Undiagnosed Disease Network to make travel and lodging arrangements for study participants.
  • Provide administrative support to other faculty and staff engage in clinical trials.
  • Create and submit expense reports on behalf of Medical Genetics division faculty for corporate card and out of pocket expenditures in accordance with division, department, and School of Medicine policies.
  • Purchase office supplies as needed.
  • 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 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.
  • Screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities.
  • Organize and maintain divisional or departmental files of records, 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; interpret new directives, policies and regulations and inform appropriate personnel of changes. Assist in preparing complex reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data.
  • Serve as back up coverage for division clinical schedulers.
  • 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.
  • Take and transcribe dictation; type letters, reports and records ensuring grammatical accuracy, conforming with general policy and factual correctness.

Requisition Number 401512968
Location Durham
Duke Entity MEDICAL CENTER
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.

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 three 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 and equivalent combination of education and relevant experience.

Auto req ID 106456BR