ADMINISTRATIVE ASSISTANT


  • Location: Durham, NC
  • Posted: Nov 15, 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.

ADMINISTRATIVE ASSISTANT

DEPARTMENT OF MEDICINE CHAIRS OFFICE

Job Summary

The Administrative Assistant will support the Chair of Medicine and other Departmental senior leadership. Apply knowledge and skills to resolve complex and confidential non-routine administrative problems independently or with others, and maintain efficiency in organizational operations.

Duties and Responsibilities

Arrange for and schedule appointments for the Department Chair and other assigned senior leaders; prepare materials for meetings; coordinate appointments, meetings, events, and speaking engagements.

Schedule and coordinate arrangements for travel, seminars, and conferences and establish details for appointments, meetings, and speaking engagements for the Chair and other senior leadership.

Support Departmental leadership in the timely management of all communications, both written and verbal with a variety of constituents; compose emails, letters, reports, and statements independently requiring interpretation and application of University policies, rules and regulations and monitoring follow up with all distributions that require answers, responses, and written replies.

Support the academic mission of the Chair, including drafting/editing presentations biosketches, manuscripts, and related documents.

Independently generate complex and detailed reports and presentations.

Manage, plan, and coordinate visits of guests invited by the Chair, ensuring appropriate officials and administrators are notified of visits; plans and coordinates the preparation of such events as necessary.

Interpret departmental policies and procedures in consultation with leadership, making decisions on specific operating challenges and issuing instructions in accordance with appropriate precedents and policies.

Control and maintain departmental contracts and expenditure budgets providing reports back to various departmental leaders on the financial status of programs/activities. Identify and manage vendor contacts.

Coordinate efforts with other administrative staff to effectively and efficiently complete work including adherence to instructions or correctness.

Support the administrative operations in the Chairs office including hosting appointments, managing phone and lobby coverage, and overseeing the appearance and functionality of the suite and related space.

Perform other related duties to the work described and as required.

Preferred Characteristics

The ideal candidate brings previous experience similar to an executive assistant from within a complex organization. S/he must have proficiency with MS Outlook and the ability to exercise discretion and judgment; be extremely organized and able to work in a fast paced environment; and have the ability to handle multiple tasks simultaneously. S/He must have effective communication skills and the ability to write well. Must represent the Chairs office in a professional and tactful manner and be respectful of every individual and her/his culture.

Required Qualifications at this Level
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 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 essentialjob 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/

More: