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:
Perform responsible administrative and secretarial duties of a complex and confidential nature in support of the division chief and other faculty within the Department of Pediatrics, as well as divisional financial responsibilities.

Work Performed:
• General administrative support for division chief and faculty to include, but not limited to calendar organization and maintenance, travel arrangements and reimbursements, assist with coordination of faculty recruitment, maintenance of CV, tracking of CME credits.
• Schedule and coordinate arrangements for seminars and conferences and establish appointments, meetings and speaking engagements for supervisor; attend meetings to take minutes, provide information and serve as a resource person; interview callers; answer questions concerning divisional departmental or divisional activities and transmit instructions and/or information to and from staff members; serve as liaison with administrative personnel and external agencies concerning
• University policies and procedures, grant administration and budgetary preparation and control.
• Compose and edit non-patient related correspondence letters, PowerPoint presentations, reports and records ensuring grammatical accuracy.
• Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules, and regulations.
• Assist in preparing complex reports and proposals requiring the identification of sources, compilation, analysis, and evaluation of data.
• Review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors, or omissions to the attention of the supervisor.
• Organize and maintain division files, reports and correspondence required for reference and efficient operation of division; maintain up-to-date management and procedural manuals, directives, and related records; interpret new directives, policies and regulations and inform appropriate personnel of changes.
• Screen and route mail and documents; determine which to respond to or which to bring to supervisor’s attention based on content of communication or broad knowledge of dept. programs and activities.
• Periodic review and update of divisional web pages.
• Responsible for coordination and monitoring of all WORKS procurement card reconciliation.
• Processing of all reimbursements and check requests, completion of work order requests, interdepartmental requisitions, purchase requisitions and supply ordering.
• Reconciliation of monthly divisional financial statements.
• Perform other related duties as assigned

Required Qualifications at this Level:
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.

Work generally requires three years of related medical secretarial/clerical experience to acquire skills necessary to administer office functions related to office management, communications, medical terminology and budgetary/accounting activities. OR AN EQUIVALENT COMBINATION OF RELEVANT


Minimum Qualifications

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.

Work generally requires three 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 and equivalent combination of education and relevant experience.

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.




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Job No:
Posted: 4/16/2021
Application Due: 7/15/2021
Work Type: Full Time