STAFF ASSISTANT- General Internal Medicine

School of Medicine:

Established in 1930, Duke University School of Medicine is the youngest of the nation’s 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.

Duke General Internal Medicine Staff Assistant

Occupational Summary:

Serve as a divisional resource in the day-to-day business operations for Duke General Internal Medicine (DGIM). Perform administrative duties of a complex and confidential nature. Demonstrate the ability to apply analytical and problem-solving skills to support operations and program teams with non-routine administrative tasks independently.

Function as the primary administrative point of contact for staff, faculty, and visitors. Assist with special projects as needed.

Work Performed:

Administrative Support:

· Coordinate visitors, sort mail and deliveries within the DGIM suite Prepare packages for Federal Express/UPS shipments.

· Assist in managing operational activities to ensure adequate manning, space and facilities; direct the planning and coordination of purchasing.

· Procure all merchandise as needed by faculty and staff, process all AP check requests and resolve any issues related to procurement and payment to outside vendors

· Schedule and coordinate GIM’s conference room availability for various teams and groups.

· Assist faculty and staff with travel arrangements and reimbursable expenses as requested.

· Maintain appropriate financial records for Clinical Faculty including: reconciliation of divisional fund codes, clear p-card transactions and perform audits on a routine basis.

· Perform JV transfers for transaction corrections and services provided by other departments or shared resources at Duke.

· Send out monthly metric reports to DOC clinical faculty.

· Assist in managing annual department expenses through understanding of budgeted funds, appropriate inventory management, ordering and utilization of resources including supplies, service requests, and office equipment; identification and recommendation for cost savings opportunities; and informing program leadership of non-budgeted and over-budget expenditures;

· Draft and disseminate correspondence and resources including, letters, memos, procedure documents, electronic newsletters, business cards, program posters, and other resources for clinical faculty.

· Coordinate, purchase and track resource allocations (office hardware, system access, keys, and supplies).

· Oversee the monthly Financial Assessment and Management (FAM) process per DOM standard operating procedures.

Clinical Program Support:

· Order food for LEAD Leadership, Education, Administration, Doctoring,

Coordinate weekly educational activities for DOC Residency Program.

· Order supplies for patient care/services from MOPC fund and openly communicate with others.

· Clearing accounts for reimbursement Duke Outpatient Clinical Faculty.

· Independently create Qualtrics surveys for GIM faculty when needed

· Calendaring (keeping up to date with several events that go on throughout the division, school, department. Keeping track of the Topic, Speaker, Location, Time, etc.)

· Send out email invitations to DGIM events like Educator Café, GIM Journal Club, etc.

Required Skills:

· Ability to perform in a fast paced, highly visible, frequently changing environment.

· High level of professionalism and respect for confidentiality.

· Superior investigative, writing, and communications skills.

· Demonstrate attention to detail and decision-making skills.

· Demonstrate excellent time management skills to plan, manage, and coordinate activities and major functions.

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.

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.