ADMIN ASST at Duke University

Posted in Other 12 days ago.

Location: Durham, North Carolina

Job Description:

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.

Occupational Summary

Provide administrative support to the Chair of the Department of Cell Biology.

· Complex calendar management, preparations of materials for meetings, coordinate travel for seminars for the Chair as well as schedule/coordinate meetings with diverse groups of participants. Maintain liaison with appropriate departmental and school personnel, University Departments and outside sources to obtain and provide pertinent information and to answer inquiries based on knowledge of department policy and activities.

· Plan and schedule work priorities in accordance with departmental goals and objectives and deadlines. Plan and execute the distribution of reports and information as required. Advise Chair on the status of current activities, program requirements and appropriate recommendations for solution to problems.

· Using independent discretion and knowledge of the Cell Biology in planning and/or preparing for meetings, conferences, appointments, conference calls, etc. Help ensure all materials needed for these meetings are complete, organized, and provided to the Chair and all others involved, as appropriate.

· Support the Chair in the timely management of all communications, both written and verbal with a variety of constituents; independently compose correspondence, memos, meeting agendas, and complex reports, including those requiring compilation of data. Communicate with students, faculty and administrative staff, ensuring that priority information is provided to Chair in a timely manner.

· Manage, plan and coordinate visits for faculty recruits, consultants, and speaker guests by arranging travel services, accommodations, and transportation. Control and maintain records of the department. Prepare travel expenditures; submit forms for reimbursement, and independently follow up to ensure all payments, reimbursements, and honorariums, are received.

· Coordinate departmental compliance activities, including training. Monitor and report compliance information to ensure faculty, postdocs, students and staff meet institutional and regulatory requirements. Assist with the development, initiation, maintenance and revisions of procedures and documents related to compliance issues.

Manage APT Activities:

· Responsible for processing all faculty and research appointments, promotions and renewals and evaluations for the department. Advise the department Chair, Departmental APT Committee, and faculty on proper appointment, promotion, credentials, and procedures. Understand and assure departmental compliance with

Duke Faculty Handbook policies and procedures to meet proper operating guidelines for recruitment. Assist with drafting and processing new faculty offer materials, and keep Chair and Business Manager informed of plans, progress and issues.

· Develop and maintain academic affairs hardcopy and e-file systems as well as the scholarly and research files. Assist with maintenance of highly confidential files, including faculty files, that may contain financial, budgetary, and salary information. Help ensure consistency between the electronic and regular files, and have detailed knowledge of what is contained in those files.

· Schedule annual all evaluations for faculty in accordance with School of Medicine and University guidelines. Collect information and maintain departmental copy of completed forms for each faulty. Enter data in dFAC within deadlines.

Student Support:

· Work with the Administrative Coordinator/Training Program Coordinator, serving as backup for the graduate student program activities for Cell Biology, CMB and DSCM training programs. Assist with the entry and management of records. Assist in coordinating graduate student activities and events within the Department. Provide assistance to students when necessary.

Department Support:

· Maintain and/or plan, research, coordinate, and/or facilitate various projects, events, and meetings (such as Scientific Retreat, In-house, Distinguished Speaker series, etc.) related to the missions of the Department. Coordinate all aspects of events including speaker invitations and travel arrangements, catering coordination, invitation creation and distribution, RSVP tracking, announcements and staffing of events.

· Manage department website content in collaboration with Network Support, including maintaining up-to-date information regarding faculty, students and staff. Coordinate Scholars@Duke information and other institutionally program. Collect, assemble and edit and publish monthly newsletters to be distributed to current faculty, staff, student and alumni.

· Manage and/or monitor specific budget activities for the Chair including office, program, and discretionary accounts. Reconcile transactions to the financial report monthly. Coordinate reimbursements, submission of receipts, and tracking of the Chair's travel expense reimbursements.

· Using independent judgment, complete special projects as assigned. Represent the Department professionally within and external to the university

· Gather, sort, and prioritize incoming mail; alert appropriate individuals to priority items; handle all outgoing mail and/or packages. Assist with or independently handle large mailings.

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


Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field. Work requires 4 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Minimum Qualifications


Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field.


Work requires 4 years related business or administrative experience to OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. become familiar with general personnel practices, accounting and budgeting principles and coordination of major office 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.