Staff Assistant, DCRI, Faculty

Location
North Carolina, United States
Posted
19 Sep 2018
End of advertisement period
19 Nov 2018
Ref
401442681
Contract Type
Permanent
Hours
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.

***Ideal Candidate will have 3 years Executive Level administrative support experience in a fast paced environment***

Work Performed:

I. Clinical Research Office Support - 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. Prepares spreadsheets, charts, and complex presentations using Excel, PowerPoint, Visio and MS word and other software as needed. Prepares correspondence, general communication materials, manuscripts, recommendation letters and grants for designated faculty member(s), working from written or typed  or electronic drafts, dictation, researched information, or personal knowledge.

Proofreads and edits documents to ensure the accuracy, clarity, and consistency of the content. 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. Prepares complete reference files for designated faculty member(s) in advance of meetings for which background information and agendas have been distributed. Makes arrangements for national and international travel for designated faculty member(s) as required to attend professional meetings and commitments. Adhere to Visa and Travel guidelines for Government vs. Personal travel requirements/policies, Absence & Leave, Time and Attendance, etc.

Manage Calendar details and changes during travel that may require short notice travel plan changes or schedule modifications. Ensures all expenses are appropriately documented, assigned and reconciled. Reads, sorts, prioritizes and replies to mail for designated faculty member(s) as needed or requested. 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. Maintains a database of references for manuscripts and grants.

II. Administrative-Support - Provides information and personal assistance to visitors, callers, and internal staff regarding the programs, policies and services of the DCRI. 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. 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. Creates and maintains hardcopy files and electronically stored files on shared drive that are well organized and accessible.

Reports computer system problems to the appropriate Help Desk and follows up to ensure timely resolution. Conducts information-related research as needed using the Internet, professional publications, networking and other sources. Provides coverage for DCRI reception desk on a rotating schedule. Serves as a mentor/resource on office procedures and technology for peers, providing assistance with tasks and projects and providing back-up coverage. Performs special projects and other work as assigned. Supports training of new employees through the department “buddy” system.  Support assignments are subject to change based on faculty and department needs.

III. Financial Management - Monitors and reconciles monthly General Research Account (GRA) to ensure correct assignment of fund codes to expenses, investigating and resolving discrepancies. Maintains accurate, detailed spreadsheet record for all external services (i.e., consulting, presentations, etc) and associated expenses, payments and reimbursements. Completes and submits applicable sponsor expense reports and cash expense reports in accordance with agreements; completes and submits travel expense reports for P-card and cash transactions, tracking payments received as appropriate to Duke University and/or faculty member(s) and following up on outstanding reimbursements.

Serves as the primary liaison with DCRI Finance staff and Duke Accounting with regard to routine GRA matters. Establishes, maintains and completes all purchase requisitions using SAP R/3. Provides financial reports as needed.

IV. Clinical Office Support - 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 for both Duke and VA schedules. Ensure compliance with clinical responsibilities that drive salary justification for Duke and for federal systems (i.e.: VA, FDA and/or NIH as applicable). Monitor number of hours; translate through clinical services into value units.

Track clinical services rendered to earn salary or increases, as well as to develop and maintain expertise in each relevant system's (Duke, VAMC) requirements, definitions, and stipulations on at least an annual or ongoing basis. Triages patient telephone calls, routing to appropriate person for resolution. Manages academic documentation, regularly updating curriculum vitae and maintaining a record of CEUs; tracks professional memberships, certification, medical license and DEA license, ensuring timely filing of renewal applications. Uses eBrowser to monitor timely completion and signature of patient notes, ensuring compliance with DUHS standards.

Preferred Skills:

I. Education/Training - This position requires excellent writing, editing, reading, and speaking skills normally acquired through two or more years of post secondary education in secretarial science or a related business field.

II. Experience - This position requires three or more years of experience performing administrative support duties which require independent judgment, critical thinking and strict adherence to confidentiality. Prefer previous experience in an academic, scientific or medical environment and knowledge SAP R/3. Recent executive support experience is highly preferred.

III. Knowledge and Skills

  • Proficient in the most current versions of Microsoft Windows, Word, Excel, Power Point and Lotus Notes for standard business functions.
  • Previous experience using Microsoft Visio and Access helpful.
  • Ability to use all features of the Avaya telephone system and Audix voicemail system.
  • Ability to use and maintain general office machines, including fax machines, copiers, and printers.
  • Ability to communicate effectively with people from any level of the organization and from many diverse backgrounds.
  • Ability to use computer-based financial databases and systems.
  • Ability to perform a variety of important, confidential and complex tasks with constantly changing priorities.
  • Ability to write succinct and effective office procedures, reports, and correspondence.
  • Knowledge of standard business etiquette and protocols.
  • Basic knowledge of accounting/bookkeeping principles and procedures.

Requisition Number 401442681
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

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.

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

102187BR