ADMIN ASST


  • Location: Durham, NC
  • Posted: Aug 21, 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.

Assist Administrative Coordinator with visits of faculty recruits and distinguished guests; insuring that each guest receives the highest level of service while visiting by coordinating all travel, itineraries for meetings, dinners and transportation.

Assist faculty with Appointments, Promotion, and Tenure (APT). Submit nominations to the Department of Medicine and assist with collecting required material, including letters of support, intellectual statements, and list of publications.

Onboard new faculty: Coordinate efforts with PDC Onboarding Office and Dept of Medicine administration. Coordinate efforts with staff assistant to ensure office space is identified and properly set up. Order computer and submit access request for email and clinical systems.

Serve as Divisional HR manager, reviewing and processing Vacancy Management Forms, JAQs and other hiring forms. Serve as division contact for medical leave forms, injury forms, etc. Serve as division contact for Visiting Observers, ensuring all documents are processed correctly and all policies are followed.

Review and approve biweekly time cards, following all policies and meeting all deadlines, ensuring accurate and timely pay for employees

Maintain and update division space reports, advising division leadership on how to use space efficiently. Serve as division key manager.

Process reimbursements and corporate card transactions, following division and institution policies, ensuring appropriate funding sources are utilized. Submit purchases through Buy@Duke, process AP Check Requests as needed.

Distribute monthly clinical reports to faculty. Oversee the safety training and compliance reports for the Division and assist in meeting compliance requirements.

Work with DOM GCAs and CGCAs to support research needs of faculty. Assist with collecting, formatting and uploading documents for research grants, including applications through the VA, as needed.

Assist with division sponsored special events including but not limited to the annual ATS reception, Holiday party, Fellows graduation dinner, Fellows welcome party, Faculty farewell receptions, staff appreciation events.

Education/Training

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

Experience

Work requires 4 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR 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 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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