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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Reports to Associate Dean for Planning (AD Planning)/Chief of Staff (CoS), School of Medicine

Overview:

This position supports the SOM’s AD Planning/CoS in executing key SOM and institutional priorities and projects requiring knowledge and skills to resolve routine and complex non-routine administrative issues, working independently or with others.

Work Performed:

Plan, coordinate and administer meeting arrangements and content.  Activities include developing attendee lists, scheduling, confirmation of arrangements and room set up, preparing supporting materials, developing itineraries, preparing agendas and conducting post-meeting activities (minutes, follow-up, etc).  May include managing some larger events in support of priorities of the Dean. Collect, analyze, and present information setting forth progress, identifying trends of note, and drawing appropriate conclusions and making recommendations including regarding program and project effectiveness. Track Dean’s speaking engagements.  Prepare and amend PowerPoint presentations and other reports using content generated by self and/or others. 

Assist the AD Planning/CoS in the timely management of all communications, both written and via telephone with a variety of constituents; compose letters and statements independently requiring interpretation and application of policies, rules and regulations and monitoring follow up with all distributions that require answers, responses and written replies. Maintain positive relationships and up to date contacts with internal and external executives to coordinate and accomplish planning objectives to ensure cooperative efforts are enhanced, and available resources are utilized to meet goals and work plans. Maintain liaison with all levels of administration and faculty to coordinate and resolve problems and issues of an internal and external nature. 

Provide administrative coordination for various initiatives and projects of the SOM and institution as assigned to the AD Planning/CoS by the Dean and Executive Vice Dean.  Work with the AD Planning/CoS to plan, implement and oversee special projects to include preparation and distribution of reports, spreadsheets, scorecards and other relevant data.  Track executive performance metrics progress including collecting, filing and uploading related documents.  (25%)

Manage AD Planning/CoS calendar. Research topics in support of activities of the Dean, SoM, under the direction of the AD Planning/CoS. Coordinate travel and complete expense reports, create purchase orders, track invoices, and route for payment. Maintain files and filing, including sensitive and confidential information.  Work closely with Dean’s Executive Assistant and admin team of the Dean’s Office to ensure integrated work flow across the office and provide back-up administrative support to Dean/Vice Deans when primary assistant is away.  

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

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.

Experience using Excel and PowerPoint are strongly preferred.

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 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 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.