STAFF ASST

Duke Careers • Durham, NC

22d • $20 - $31

About The Position

Perform responsible administrative and secretarial duties of a complex and confidential nature in support of major departmental or divisional activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations.

Requirements

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

Responsibilities

• Provide administrative support and program coordination for Neurosurgery Department Research Faculty.
• Advise and manage all administrative responsibilities for the faculty and provide assistance to their laboratory staff for vital functions of faculty.
• Responsible for ensuring timely clearing of corporate card purchases for all faculty and staff in the assigned labs.
• Make travel arrangements and itineraries for assigned faculty.
• Schedule and coordinate arrangements for speaking engagements, attendance at seminars and conferences.
• Keep an accurate list of due dates for memberships, journal subscriptions and any required certifications.
• Keep an accurate database of expenses charges for each faculty member.
• Ensure timely renewals.
• Responsible for corporate card purchases and processing for research faculty and lab staff members.
• Responsible for consistent CV updates and updating Scholars@Duke.
• Assist with coordination of grants.
• Prepare biosketch for grant submissions.
• Keep track of IRB’s.
• Create presentations as requested by the faculty.
• Utilize the preferred calendaring tool (Google, Outlook), ensure proper management of calendars.
• Schedule meetings, speaking engagements, etc.
• Make arrangements for visiting observers, medical students, speakers, and all other guests.
• Responsible for organizing and composing emails and letters on behalf of faculty.
• Attend meetings to provide information and serve as a resource person; interview callers; answer questions concerning research faculty activities and transmit instructions and/or information to and from staff members; serve as liaison with administrative personnel, other faculty and staff.
• Control and maintain files of records, reports and correspondence required for reference and efficient operation.
• Create and ensure maintenance of up-to-date procedural manuals and related records
• Maintain inventories of lab space utilization and report quarterly to inform space allocation.
• This position will provide office coverage to the Assistant for the Department chair as needed.

Benefits

• Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family- friendly and cultural programs to eligible team members.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees