STAFF SPECIALIST

Location
Durham, NC
Posted
Aug 17, 2017
Institution Type
Four-Year Institution

diversity employer



STAFF SPECIALIST
DCI Director's Office

Occupational Summary

Provide administrative support to the Duke Cancer Institute's (DCI) Director of the Office of Health Equity and Disparities (OHED), the Risk Identification and Reduction Program Leader, and the Director of Shared Resources to perform a variety of administrative duties with wide latitude for exercising discretion and judgment. Collaborate closely with staff and colleagues throughout the DCI and Duke.

Responsibilities and Expectations

Calendar & Travel Management
Arrange for and schedule appointments, meetings, and speaking engagements; supervise the preparation of materials for meetings. Coordinate travel arrangements.

Makes arrangements for national and international travel as required to attend professional meetings and commitments.

Provides information and personal assistance to visitors, callers, and internal staff regarding the programs, policies and services.

Assist with the timely management of all communications, both written and via telephone

Meeting Support
Event planning to include ordering food, managing all aspects of guest lists, selecting venues etc.

Modify and manage PowerPoint presentations. Organize and maintain all documents and update website(s) as needed.

Plan and coordinate visits to by internal and external guests. Plan and coordinate related events as necessary.

Attends staff meetings and monitors key action items from an administrative standpoint.

Administrative Organization
Creates, organizes, and maintains hard copy files and electronically stored files on the shared drive.

Manage and organize documents including grants, contracts, research agreements, patents, confidential proprietary materials, confidentiality statements, manuscripts, articles, etc., maintain confidential files.

Coordinate, organize and maintain documents related to grants, contracts, and awards such as facilitating and keeping copies of paid invoices, scanning and obtaining bio sketches or letters of support as part of grant submissions when needed, etc.

Coordinate new staff transition process and identify appropriate contacts in departments; ensure all aspects of such transitions (email and computer set-up, office orientation, etc.), are successfully accomplished. Support current staff with IT, OIT, training needs as applicable.

Serve as a source on office procedures and technology for peers, provide assistance with tasks and projects and serve as back-up coverage as needed.

Financial Responsibilities
Orders office supplies and minor equipment not provided as part of the general inventory maintained by DCI. Assists in developing specifications, and determines pricing and availability of specialty items. Handle travel and reimbursements - maintaining receipts, submitting online forms, etc.

Utilize Duke financial systems such as Buy@Duke, Duke@Work and Travel and Reimbursement to complete these responsibilities.

Other Projects and Activities
Collects and utilizes relevant and needed information relying on a variety of mechanisms such as the internet, professional networks, and other resources.

Performs special projects as assigned.

Attend staff meetings, conferences and trainings as assigned.

And other work as assigned.

The above statements describe the general nature and level of work being performed. This is not intended to be an exhaustive list of all responsibilities and duties required. Employees may be directed to perform job-related tasks other than those specifically presented in this description. The intent of this job description is to be representative of the level and the types of duties and responsibilities that will be required of this position and shall not be construed as a declaration of the total specific duties and responsibilities.

Skills
  1. Excellent written, oral, conversational and interpersonal communication skills to effectively work with diverse groups.
  2. Ability to analyze, evaluate multiple solutions and solve complex problems using well developed critical & analytical thinking skills.
  3. Excellent time management skills needed to prioritize among many competing priorities.
  4. Ability to effectively manage a complex and highly active calendar.
  5. Work requires strong analytical, communications, and organizational skills.
  6. Mastery of Microsoft Office, especially Word and Power Point. Familiarity with Adobe Acrobat. Knowledge of Duke Systems, Visio and other software programs are a plus.


Requisition Number
401310310

Location
Durham

Duke Entity
MEDICAL CENTER

Job Code
83 STAFF SPECIALIST

Job Family Level
09

Exempt/Non-Exempt
Non-exempt

Full Time / Part Time
FULL TIME

Regular / Temporary
Regular

Shift
First/Day

Minimum Qualifications
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion, sexual orientation, or veteran status. 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.

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 to acquire 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. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Auto req ID

92867BR

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion, sexual orientation, or veteran status.

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.

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