Administrative Assistant

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary

Perform administrative and secretarial duties of a complex and confidential nature in the Department of Emergency Medicine in service of reaching departmental goals and objectives; and maintaining efficiency in organizational operations. Provide direct and in-direct support to faculty and assigned department leadership.

Work Performed

• Provide comprehensive administrative support to designated faculty and leaders in the Department of Emergency Medicine, including calendar management, and various special projects as assigned.
• Coordinate conference calls, virtual and in-person meetings, interviews; and compose and edit correspondence.
• Manage incoming and outgoing communications (written and verbal), interfacing with various internal and external stakeholders.
• Serve as a liaison and primary interface with Emergency Medicine faculty and staff to triage issues and concerns appropriately; identify resources and facilitate solutions.
• Responsible for travel arrangements and expense reimbursements. Manage and clear corporate card expenses through Employee Travel and Reimbursement. Utilize Buy@Duke to order office supplies and work with finance team to establish and utilize procurement processes to facilitate various purchases.
• Assist with physician recruitment and onboarding, in partnership with Physician Recruitment, Physician Integration and department leadership.
• Organize the process to track initial and ongoing performance evaluations for clinical faculty (i.e. OPPEs and FPPEs), as well as credentialing and re-credentialing.
• Assist in the preparation of complex and diversified departmental or divisional budgets, making recommendations and projections based on knowledge of program activities and departmental operations
• Utilize effective communication, critical thinking and problem-solving abilities to address challenges, find solutions and execute department plans and directives.
• Partner with departmental leadership, faculty and staff for planning and execution of priorities; including department events.
• Demonstrate and maintain a high level of organization, professionalism and teamwork.
• Provide back-up support and coverage to department administrative team.
• Perform other related duties incidental to the work described herein.

Preferred Skills & Competencies

• Excellent organizational skills and impeccable attention to detail.
• Excellent interpersonal skills.
• Ability to manage and maintain confidential information.
• Effectiveness in multi-tasking and navigating across a matrixed organizational structure.

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.

Work generally requires four years of related secretarial/clerical OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

Job Code: 00000476 STAFF ASST
Job Level: 09

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 collectivesuccess 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 Universityand 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.