Staff Assistant

North Carolina, United States
05 Dec 2018
End of advertisement period
05 Feb 2019
Contract Type
Full Time

Job Description

Occupational Summary: 

Performs a variety of administrative, secretarial, and project-related functions of a complex and confidential nature in support of clinical and research efforts of DCRI faculty member(s).

*** Three years of executive level support in a academic or research settling is highly preferred ***

Work Performed: 

I. Clinical Research Office Support

  1. Writes business letters, memos, and e-mail correspondence to facilitate an efficient exchange of information. Ensures that written communications are accurate, timely, and professional, with appropriate attention to proper business etiquette, format, and tone. This includes all processing of word documents, printing,faxing,filing, scanning or other tasks as needed.
  2. Prepares spreadsheets, charts, and complex presentations using Excel, PowerPoint, and MS Word, and will be required to learn other software, as needed.
  3. Prepares correspondence, general communication materials, recommendation letters, manuscripts and grants for designated faculty member(s), working from written or electronic drafts, dictation, researched information, or personal knowledge.
  4. Proofreads and edits documents to ensure the accuracy, clarity, and consistency of the content as directed.
  5. Schedules appointments, meetings, and conferences for designated faculty member(s) based on predetermined specifications or instructions. Ensures that all logistical arrangements are made in terms of notifications and confirmations, physical space, materials, equipment and food.
  6. Prepares complete reference files for designated faculty member(s) in advance of meetings, making sure needed background information and agendas have been distributed.
  7. Proactively makes arrangements for national and international travel for designated faculty member(s) as required to attend professional meetings and commitments. Ensures all expenses are appropriately documented, assigned and reconciled.
  8. Reads, sorts, prioritizes and replies to mail for designated faculty member(s) as needed or requested
  9. Assists in managing the faculty member(s)’ time by screening callers and walk-in visitors, sequencing meetings efficiently, providing timely reminders about appointments and “to-do” items and assesses calendars and schedules for potential conflicts.
  10. Maintains a database of references for manuscripts and grants.

II. Administrative Support 

  1. Provides information and personal assistance to visitors, callers, and internal staff regarding the programs, policies and services of the DCRI.
  2. Cooperatively and collaboratively works with all team members of the DCRI-Faculty Support Staff in all efforts to support the needs of the faculty.
  3. Orders office supplies and minor equipment not provided as part of the general inventory maintained by Facility Services. Assists in developing specifications and determining pricing and availability of specialty items. Helps in ordering computer equipment pre-approved by the Director of Academic Affairs for faculty member(s) as directed.
  4. Develops and maintains standard administrative and clerical procedures consistent with Faculty Support group standards; creates and maintains office procedure reference manual specific to area of responsibility. Proactively works with team to provide coverage for support while assistant is away from the office.
  5. Develops and maintains the Faculty Profile for each faculty member(s) supported, which is maintained securely on the K:\Drive as directed. Creates and maintains hardcopy files and electronically stored files on shared drive that are well organized and accessible.
  6. Reports computer system problems and follow up to the appropriate Help Desk.
  7. Conducts information-related research as needed using the Internet, professional publications, library resources, networking and other sources.
  8. Provides coverage for DCRI reception desk on a rotating schedule.
  9. Serves as a mentor/resource on office procedures and technology for peers, providing assistance with tasks and projects and providing back-up coverage. Supports training of new employees through the department “buddy” system.
  10. Performs special projects and other work as assigned.

General knowledge and ongoing training mandate that this may include CVs, BioSketches appropriate for grant submission, Publications, PubMed and COI documentation, license renewals and other such related tasks.

III. Financial Management 

  1. Monitors and reconciles monthly General Research Account (GRA) to ensure correct assignment of fund codes to expenses, investigating and resolving discrepancies.
  2. Maintains accurate, detailed spreadsheet record for all external services (i.e., consulting, presentations, etc.) and associated expenses, payments and reimbursements.
  3. Completes and submits applicable sponsor expense reports and cash expense reports in accordance with agreements; completes and submits online expense reports in a timely manner, ensuring privileges for use of P-card and reimbursements are current, completes and submits travel expense reports for P-card and cash transactions, tracks payments received as appropriate to DCRI, Duke University and/or faculty member(s) and follows up on outstanding reimbursements.
  4. Serves as the primary liaison with DCRI Finance staff and Duke Accounting with regard to routine GRA matters.
  5. Establishes, maintains and completes all purchase requisitions using SAP R/3. All IR purchases require Director or Administrative Manager pre-approval.
  6. Provides ad hoc reports as needed, and/or other administrative reports.

IV. Clinical Office Support 

  1. Reviews clinic and rounding schedules for accuracy, confirming faculty member(s)’ availability, requesting coverage assistance as needed for calendar conflicts; coordinates with appropriate clinic staff for cancellations and bump requests. Reschedules clinics cancelled within 30 days of appointment time.
  2. Triages patient telephone calls, routing to appropriate person for resolution.
  3. Renewal applications.
  4. Trains on and uses Maestro/EPIC for some clinical records. Where appropriate, also is trained on Qgenda scheduling system for hospital schedules.

Requisition Number 401521420
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 Qualification


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/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.

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.

Auto req ID 107091BR