STAFF ASST

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 varied secretarial duties of a complex and technical nature in support of general and special office activities to relieve supervisor of clerical and routine administrative responsibilities and to maintain an efficient and effective office operation.

Work Performed:

· Screen, sort and distribute mail and documents; determine which items to respond to independently or which to bring to physician's attention based on content of communication and knowledge of office activities.

· Set up and maintain varied office files of records, reports and correspondence required for reference and efficient operation of office; set up and maintain patient charts/files as required. Transport patient charts to clinic daily and as needed.

· Provide general administrative support for Division faculty members, including, but not limited to: calendar organization and maintenance, travel arrangements, maintenance of CV, and tracking of CME credits. Compose routine and general correspondence in accordance with established office procedures and as directed by supervisor.

· Operate office equipment to include computers, copy machines, and calculators as required.

· Answer telephone, take messages, screen calls and reply to questions in accordance with general instructions and office procedures and policies; transmit instructions and/or information to and from staff members; serve as office receptionist; greet, screen and direct callers to appropriate staff members.

· Compile data and statistics; prepare complex reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data.

· Coordinate and monitor corporate card reconciliation; process travel and non-travel reimbursements and check requests; process purchase requisitions and supply ordering via Buy@Duke; maintain tracking spreadsheets for specific budgeted items.

· Review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor. Interpret new directives, policies, and regulations and inform appropriate personnel of changes; make decisions on specific operating problems.

· Function as a back up point of contact for all new patient inquiries; receive phone and email inquiries and send out information to prospective patients. Make appointments in the Maestro Care system as needed.

· Participate in and coordinate special projects as needed.

· Perform other related duties incidental to the work described herein.

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.

Required Qualifications at this Level

Education/Training:

Work requires knowledge of basic grammar, mathematical and clerical principles normally acquired through a high school education.

Experience:

Work requires two years of related secretarial/clerical experience to become familiar with accepted office organization, accounting and communications practices.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial scienceor a related business field.

Work generally requires three 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 and equivalent combination of education and relevant 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.