ADMINISTRATIVE ASSISTANT


  • Location: Durham, NC
  • Posted: Jul 13, 2019

Job Description


School of Medicine:

Established in 1930, Duke University School of Medicine is the youngest of the nations top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary

(revised 4/23/19)

This position will provide overall administrative management and coordination of functions for the Department of Chairs office. Be the primary back up the level 11 Special Asst to the Chair. This position will be the first point of contact: dealing with correspondence and phone calls. managing calendars and organizing meetings and appointments, Control access to Chair and VCF booking and arranging travel, transport, and accommodation. Responsible for ensuring all membership dues for the Chair and Chief Dept. Administrator and Dr. Business of Education. Responsible for clearing all P/card transactions for the Chair/Chief Dept. Administrator and the Sr. Business Manager of Education. Will provide high-level support, working in partnership with the Special Asst, to ensure the smooth running of the office strategy and project management. Responsible for planning and Organizing departmental meetings (Weekly Leadership meetings ,Annual APT reception, Annual Holiday Party, State of the Department annual meeting) Assist the Divison Administrators and Special Asst in taking minutes, and compiling and producing reports concerning division budget, faculty appointments, and space utilization.

Create articles for department blog and manage social media and public website for the department. Create drafts for internal and external communication efforts, items such as letters, relevant announcements, highlighting faculty, staff, and trainees, research, and awards on the blog and in weekly department announcements. Create and distribute the weekly research funding opportunities report for the faculty, staff, and trainees. Utilize web-based tools to send invitations, announcements or newsletters to individuals within the department and the community. Development and Alumni- this in association with the Annual APA Meeting in May. Develop correspondence from the Chair to the department to donors, alumni and trainees. Represent Special Asst, in meetings, conferences and other affairs of an administrative nature.

Providing oversight of CME functions in the Department of Psychiatry and Behavioral Sciences, with specific responsibility for weekly Grand Rounds includes the following:

Creating and managing the Grand Rounds calendar
Managing the annual renewal ofthe RSS applications with Duke CME and NCPA
Scheduling meetings of the Grand Rounds Committee and overseeing follow-up between meetings
Scheduling all speakers and arranging accommodations for external speakers, as well as travel and itineraries unless the speaker is being recruited, in which cases the recruiting division or group will facilitate
Providing follow-up communication to speakers and certificates for visiting professors
Coordinating with Development Office to understand and manage the complicated system of named lectures
Collaborating with CRH to honor the contract for CME that Duke provides
Communicating with and providing required documentation to the Duke CME office and the NCPA to obtain CE credits for participants at Duke
Managing advertising and promotional materials via posters and the web, including the Duke Calendar of Events and other list-servs of appropriate interest depending on target audience
Managing the weekly preparation, set-up, and follow-through for weekly Grand Rounds, including scheduling food vendors
Managing financial functions, including clearing charges for food, posters, annual accreditation, and other expenses, reimbursement to visiting lecturers, and payment of honoraria
Coordinating annual needs assessment and follow-up

Minimum Qualifications

Education

Work requires a general educational background normally equivalent toa full high school education plus two years post-secondary education ina business-related field.

Experience

Work requires 4 years related business or administrative experience tobecome familiar with general personnel practices, accounting andbudgeting principles and coordination of major office activities.OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OREXPERIENCE.

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 ideasan 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.

Duke Health

705 Broad Street
Durham, NC 27708

Phone: (919) 684-5600

Fax: (919) 684-5600

Web: http://www.hr.duke.edu/

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