General Description of the Job Class
Administration support of Duke Health Technology Solutions (DHTS) by supporting its’ leadership. Professionals are regularly required to resolve moderately complex (non-routine) administrative problems independently or with others. Problem resolution may include research. Provide assistance to multiple people within the department at the same time. Many departmental tasks are typically diverse, advanced and involve rapidly changing deadlines.
Duties and Responsibilities of this Level
Administrative Assistants working within DHTS are part of the Internal Support Team. They will have specific duties assigned to them but will be called upon to assist other admins when needed. In addition to tasks outlined in the Administrative Assistant description, examples of work at this level may typically include some combination of the following:
Compose correspondence/reports for own or DHTS team member’s signature Print, bind, laminate, sort and collate materials as requested Collect mail and distribute to the appropriate addressee Check deadlines on incoming requests and put preliminary work in play Process replies on own initiative or from DHTS team member’s dictation or notes Update intranet content and files as assigned Phone Handle all inquiries within their capabilities Arrange "callbacks" to protect DHTS team member’s time Provide back-up materials for callbacks Route calls elsewhere as needed
Prepare agendas for DHTS team member’s meetings in advance Schedule meeting facilities and post room schedules Prepare meeting rooms with required equipment (web-ex, video conferencing, whiteboard supplies, easels, handouts, etc.) Arrange catering/food if required Develop DHTS team member’s meeting presentations as needed Taking detailed minutes for necessary meetings Prepare and distribute minutes within 48 business hours from the event Follow-up on any specifically designated action items Schedule, manage and setup conference lines and web conferences without assistance Troubleshoot AV issues and contact additional resources if needed
Adhere to all DHTS as well as Duke University Health System Privacy, Security, and Confidentiality policies Assure discreet handling of all business
Arrange all DHTS team member’s travel through internal or outside agents Prepare itinerary, trip file, and supplies Prepare and monitor travel expense reports as required
Maintain filing system both physical and digital A Filing system is well-organized with easily retrievable information Perform data entry tasks as assigned
Routines Conduct financial activities as assigned by DHTS Team Member Complete daily data entry tasks as required (Service Now Sharepoint. Duke@Work, SAP, etc.)
Handle administrative detail, all projects Seek a greater role in projects within administrative and other areas of competence Seek training on projects outside of skill range
Perform other related duties incidental to the work described herein.
Required Qualifications at this Level
Education: High School Education or equivalent
Experience: Two years of administrative support experience of increasing variety and complexity.
Degrees, Licensure, and/or Certification: N/A
Knowledge, Skills, and Abilities:
- High Knowledge and skill set of all parts of Microsoft Suite programs and other office tools. (Office, Word, Excel, PowerPoint, etc.)
- Experience using SAP and submitting purchase orders.
- Capability to coordinate and handle very busy executive Outlook calendars.
- Experience in meeting material management and production of executive level minutes.
- Thorough knowledge of department policies, procedures, and goals.
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke Entity HEALTH SYSTEM
Job Family Level C2
Full Time / Part Time FULL TIME
Regular / Temporary Regular
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.
High school education or equivalent.
Two years of administrative support experience of increasing variety and/or complexity.
Degrees, Licensures, Certifications