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

With minimum direction and considerable latitude for independent judgment, serves as principal assistant to the Director in the Center for Translational Pain Medicine (CTPM), who also serves as Vice Chair of Research for the Department of Anesthesiology. This Staff Assistant also provides assistance to the CTPM Program Manager, and assists with administrative and financial duties for other staff and faculty of the Center for Translational Pain Medicine.

Director and CTPM Faculty Support Duties:

Calendar Management, Meeting and Travel Coordination, Communications:

With general guidance as to priorities, manages the time and calendar of the Director of the Center for Translational Pain Medicine, choosing or recommending among competing demands on time, referring matters to be handled by others.Scheduling and maintenance of clinical and non-clinical calendars for a group of faculty in the Center for Translational Pain MedicineSchedule and coordinate travel, including conference and seminar registration, flight and hotel reservations, for Director and additional CTPM faculty as needed.Answers CTPM main phone line and the Director’s phone line.First point of contact by phone and in reception area for the CTPM from faculty, staff and outside parties.Schedule appointments and meetings with various departmental/divisional faculty, staff, vendors, and committees.Arrange, schedule, coordinate, and track activities for division faculty, faculty facilitators, visitors and learners.Manage CTPM conference room reservations and assist with scheduling rooms across campus

Financial:

Responsible for processing the following in Duke’s Financial systems for CTPM faculty and staff: Travel Reimbursement RequestsNon-Travel ReimbursementAccounts Payable Check RequestInvoice PaymentsPurchase RequisitionsDeposit FormsInterdepartmental Requests (IRI)

Prepare and submit faculty dues, membership, travel, and reimbursement expenses.

Maintenance and reconciliation of FDA and Discretionary expense accountsAssistance with ordering of lab supplies

Grant and Document Assistance:

Assistance with grant, manuscript, and book chapter submissions including formatting, bibliography, End Note library creation and management, requests for letters of support, table or figure creation and/or formatting, site uploading and document conversion

Manage the copier service maintenance, supplies and assist with coffee stock for the CTPM.

Organize and maintain faculty electronic and paper files - correspondence, credentialing, licensing and certification, reference materials, publications, memberships, FDA expenses.Maintain CVs for faculty in the divisionAssist faculty in the preparation of presentations and publications, formatting.

Assists in orienting new faculty, staff and visitors, providing guidance or suggestions.Maintains confidential records, files and other information.CME Assistant for various conferences and meetings, which includes completing applications, composing faculty invitation letters, agenda creation, meeting/conference arrangements, participant correspondence, financial accounts, and all event planning aspects of the conference.Sorts and routes mail for faculty and staff in the center

Meeting and Event Management:

Assist with meeting agenda preparation and have available supporting documents prior to meetings.Meeting setup for all lunches and events, including catering, agendas, invites, etc.Assist with event planning and management for the Center and for Vice Chair-related events

Other duties as assignedEvents and/or after-hours meeting may require occasional evening hours.

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 experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

Duke University 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.