STAFF ASSISTANT - DUKE UNIVERSITY SCHOOL OF NURSING (20 HRS P/WK REMOTE)

School of Nursing Established in 1931, Duke University School of Nursing is among the top-ranked of the nation’s nursing schools. The school is proud of its overarching commitment to educating the next generation of nurse leaders and advancing the roleof nurses and nursing in the transformation of health care and in the expansion of health equity. The School of Nursing has an inclusive and diverse community that supports the professional goals of its students, faculty, and staff as they pursue excellence. Comprised of 1,600 faculty, staff, instructors, and students, the Duke University School of Nursing, Duke University School of Medicine, and Duke University Health System are a part of Duke Health. The Duke University Health System is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a network of health services. It 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.

Duke University School of Nursing
Job Description
HR Title: Staff Assistant
Job Code: 0476
Job Level: 09
Updated: 9/1/22

General
This position provides per diem administrative support to various departments and programs in the School of Nursing. Duties include general and specialized responsibilities to support the missions of the teams, including scheduling, data and budget management, effective correspondence, and quality customer service to students, faculty, and staff as well as Duke University and Health System leaders. This position also interfaces with various colleagues in Duke University and Duke Health and is responsible for performing administrative tasks of a complex and highly confidential nature. 

Supervisor
This position reports to the department within SON requesting the service at any given time.  

Essential Duties

• Perform complex, diverse, and confidential support activities for executive leaders, administrative leaders, and managers for all departments within SON at any given time.
• Provide administrative support for team members within those departments.
• Maintain, review, and reconcile office budget; as requested, draft budgetary projections and recommendations. Process expenditures in an accurate and timely manner and reconcile against established budget. Coordinate travel reimbursements and reconciliation of procurement card purchases.
• Coordinate a busy and changeable calendar for the Associate Dean and other team members, as well as schedule/coordinate meetings with diverse groups of participants when needed.
• Independently draft and prepare error-free written communications and reports, ensuring factual accuracy in documents such as gift acknowledgement letters, e-mails, internal call reports, budgetary and contributions reports.
• Schedule recurring meetings and other virtual and in-person meetings as needed. Independently develop meeting timelines and tasks, reserve rooms, make catering arrangements and communicate details to attendees; draft agendas for meetings, team meetings and other leadership meetings, etc., ensuring all materials needed for these meetings are complete, organized, and distributed to leaders and participants as needed. Take minutes of meetings and make them available in a timely fashion.
• Make travel arrangements as requested for executive leadership and other travelers associated with the School of Nursing departments.
• Organize and maintain departmental files, records, reports, and correspondence required for efficient and effective operation of department. Purchase supplies as needed.
• Perform other duties as assigned.

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.

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

Additional Preferences
Demonstrated knowledge and skills:

• Superior written and verbal communication
• Critical thinking skills
• Effective time management, especially the ability to flex effort with changes in the workflow
• Ability to manage multiple projects/assignments and collaborate with multiple project managers in a fast-paced, deadline-oriented environment
• Able to develop effective working relationships with diverse individuals/groups
• Ability to work with sensitive information and maintain strict confidentiality
• Proficient in Microsoft Office and database software
• Budget Management
• Project Management
• Problem solving and prioritization skills

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.