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.

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.

Occupational Summary

The Staff Assistant will perform administrative and secretarial duties of a complex and confidential nature in support of Aging Center activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations.

Work Performed
• Office Management
• Provide excellent customer service to all internal/external customers. Answer main Aging Center phone number and handle requests to Center-related inquire s in a timely manner.
• Provide administrative and logistical support for seminars, workshops, retreats, visitors, and other Center events; establish appointments, meetings and speaking engagements; attend meetings to provide information and serve as a resource person.
• Interpret new directives, policies and regulations and inform appropriate personnel of changes; make decisions on specific operating problems and issue instructions in the name of the Center leadership.
• Control and maintain Center files of records, reports and correspondence required for reference and efficient operation; insure maintenance of up-to-date management and procedural manuals, directives and related records.
• Serve as primary contact for office equipment needs, including phone lines, faxes, copiers, office supplies and mail. Maintain office machines and distribute mail and faxes. Facilitate delivery of key documents to Duke Departments/offices and VAMC as needed.
• Coordinate building-related requests, interfacing with faculty, staff, internal and external service providers and others as appropriate to ensure requests are addressed and resolved in a timely and satisfactory manner. This includes maintenance and repair requests, housekeeping requests, and coordinating office moves and surplus requests, etc. Ensure consistent/current signage (offices/mailboxes, etc)
• Manage online conference room and Learning Lab scheduling calendars. Serve as main point of contact for Aging Center meeting space s.
• Administrative duties including printing and mailing letters, copying, faxing, shipping research materials, scheduling meetings, assisting with AV equipment, ordering catering, etc.
• Maintain Aging Center phone list, IT inventor y and manage key inventory for offices and file storage.
• Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations; determine which correspondence to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities.
• Compile data and statistics; prepare complex reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data as needed.
• Financi al Support:
• Purchasing: Procurement card holder for Center purchases from approved Duke vendors. Responsible for processing and clearing purchases through [email protected] system.
• Initiate expense reports, AP check requests, purchase orders, and financial forms
• Ensure appropriate documentation and clearing of procurement card transactions for Aging Center programs, employees, and trainees.
• Process employee travel and reimbursement requests.
• Maintain grant-related documents for Center Leadership, including Biosketches, Other Support/Current and Pending Supp ort, and other administrative files
• Provide administrative support during grant application process, in editing and assembling documents for sponsor and university-required application packages
• Assist in the preparation of complex Center budgets making recommendations and projections based on knowledge of program activities and departmental operations

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job related tasks other than those specifically presented in this description.

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 OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR 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 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.

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
Durham NC USA

Salary Criteria