Special Assistant, Orthopaedic Surgery

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.

Working title: Special Assistant, School of Medicine

Occupational Summary

This position supports two executive positions in the Department of Orthopaedic Surgery: the Chief and the Chief Administrative Officer. There is a high degree of independent decision-making and judgment in this position with duties related to the mission, vision, and administration charter to the organization. The position is both consultative and directive in nature through communication, administration, research, clinical support, and staff supervision. Project work includes both routine and non-routine tasks. The two positions supported by this staff member set the direction and roadmap for Duke Orthopaedic Surgery.

Assist in the timely management of all communications, both written and verbal with a wide- variety of constituents including peer institution and agency executive personnel.

Compose written communication independently and routinely as needed to support and initiate action.

Design, manage, and complete project work as needed to include but not limited to faculty performance review management, public relations, and regulatory administration.

Advise staff on rules and regulations related to the administration of the department; monitor follow-up as needed.

Routinely interpret University policy, rules, and regulations with the support of HR. Respond in a timely manner either verbally or in writing as needed.

Collect, analyze, and present information and recommendations to the Chief and CAO. Develop presentations as needed for both; deliver presentations if needed.

Create and project budget needs for office supplies, furniture, paper, toner, and equipment, the chair’s professorship portfolio and events and public relations. Reconcile expenditures to budget monthly. Secure budgeted items as needed.

Manage the calendar and signatory duties for the Chair and CAO.

Manage the surgery calendar, OR, and patient scheduling for the Chair.

Working with peers, coordinate the transition process for new faculty and staff joining the organization; identify appropriate early contacts and facilitate those connections for productive relationship-building.

Prepare or supervise the preparation of materials for meetings, appointments, and speaking engagements in the formats needed for the audience. Independently generate complex and detailed presentations and reports/minutes from these events. Archive all organizational documentation to meet department needs and regulatory requirements.

Coordinate Event scheduling/planning (for audiences ranging from 5-100 people), including monthly ODAC meetings, faculty meetings, annual faculty retreat, J. Leonard Goldner Visiting Professor (Research Day), Harrelson Visiting Professor, Orthopedic Welcome parties, holiday parties for faculty and staff, annual photos.

Manage confidential and proprietary documents; ensure and manage perpetual secured access.

Coordinate training and maintenance for the Qgenda system –automated system designed to track physician coverage. Be the first point of for Qgenda on any issues in the department. Serve organization as a Super User for the system.

Administrative duties to include but not limited to: management to financial reimbursements for the Chair, maintenance of Chair’s CV, Webex/Zoom accounts, and administration.

May supervise and coordinate the work of designated employees as assigned (Staff Assistants) reviewing completed work for adherence to instructions or correctness.

Recommend various personnel actions including, but not limited to, hiring, performance appraisals, promotions, transfers and vacation schedules, and timecard approval. Provide coverage for Lead Staff Assistants in their locations as needed.

Coordinate visiting observers for shadowing activities, assist and advise department or division head and staff members on administrative problems.

Plan and coordinate visits to the organization by distinguished guests, insuring appropriate officials and administrators are notified of visits; plan and coordinate related events as necessary.

Administrative duties to include but not limited to: management to financial reimbursements for the Chair, maintenance of Chair’s CV, Webex/Zoom accounts, and administration.

Maintain the integrity, discretion, and confidentiality of the office of the Chief and the CAO at all times.

Minimum Qualifications


Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.


Work requires three years of experience in program administration or OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.

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: 4/27/2021
Application Due: 7/26/2021
Work Type: Full Time