Staff Specialist Duke-NUS Medical Education

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.

Support for Director of Global Education

Responsibilities will include:

• Providing administrative support to the Director of Global Education.
• Assisting with the planning, organization, and implementation of Duke-NUS events at Duke including Applicant Days, Recruitment events, Orientation of Duke-NUS students, and symposia.
• Liaising with MedEd IT staff to provide audiovisual and other technical support during Duke-NUS events.
• Assuming primary responsibility for assisting incoming third year medical students from Singapore with the visa application process, background checks through Castlebranch, health insurance etc., and communicating with them regarding requirements and deadlines.
• Enrolling third year Duke-NUS students at Duke into appropriate study programs through PeopleSoft/Oracle.
• Maintaining databases of visiting student information.
• Maintaining organization of confidential student information and sharing this information with relevant offices (Visa Services, Student Health etc.) at Duke SOM.
• Communicating and working closely with colleagues in Singapore and at Duke to acquire, share or clarify information and answer inquiries concerning program activities.
• Scheduling rooms for all Duke-NUS events, such as recruitment events, interview days, and visits, through 25live which is Duke’s room scheduling system.
• Assisting with hosting visitors including making hotel, restaurant, and land transportation reservations, scheduling meetings, and creating individual agendas.
• Clearing the Director of Global Education’s corporate card and creating expense reports.
• Creating inventory lists of materials we have, and materials needed for our office and Duke-NUS events.
• Purchasing office supplies for the team and beverages for guests through Buy@Duke, Duke’s online purchasing system, and making purchases through Amazon and other online vendors as needed.
• Postage duties including mailing large packages of material to Singapore.
• Assisting with quality assurance of course materials.
• Planning and scheduling work priorities in accordance with program goals and deadlines.
• Edit lecture transcript files to be consistent with videos edited for Duke-NUS
• Advising supervisor as to the status of current activities and additional or expanded program requirements and making recommendations for solutions to problems identified.
• Partnering with supervisor in developing and improving processes as needed.
• Participating in staff development opportunities.
• Performing additional general duties as needed for Duke-NUS and Medical Education.

The successful applicant will:

• Have a strong administrative and office management skills.
• Be proficient at using Microsoft Word and comfortable with Excel.
• Have strong written and verbal communication skills.
• Be able to communicate effectively with international colleagues and students appreciating differences in culture and dialects.
• Have exceptional organizational skills and keen attention to detail.
• Be able to manage multiple priorities and have good time management skills.
• Have a proven record of maintaining confidential information.
• Be comfortable and effective working with a diverse international team of professionals and students.
• Be flexible in adapting to the needs of an international collaboration for undergraduate medical education.
• Have some experience with event planning.
• Be comfortable with technology and have the ability to learn to use relevant Duke-specific software tools such as Box & 25live.
• Be familiar with online communication tools such as Zoom and Skype. 
• Occasionally work flexible hours because of 12-13 hour time difference with Singapore.
• Have some knowledge and experience with video editing tools and procedures.

Minimum Qualifications

Education

Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.

Experience

Work generally requires four years of clerical or research experience OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE toacquire strong skills in administrative or project research responsibilities as well as accepted office management, communications and research practices. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement.

Job Code: 00000083 STAFF SPECIALIST
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, genderexpression, 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 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.