Special Assistant

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.

Job Description

The Assistant to the Chief is an important role in both the Division of Medical Oncology and Duke Cancer Institute’s (DCI) administrative teams. The Division Chief also serves as the Associate Director of Clinical Research for Duke Cancer Institute. Medical Oncology has over 65 faculty providing clinical services in multiple sites throughout the region. Under the DCI Clinical Research Unit there are currently 128 PIs with roughly 870 active protocols conducting therapeutic, retrospective, observational and ancillary/correlative studies. The Oncology CRU has the highest volume of active research protocols in the Duke IRB. This role is integral to supporting the leadership required for both the Division as well as one of the largest Clinical Research Units in the School of Medicine.

This position will provide senior executive level administrative support to the Division Chief and DCI Associate Director for Clinical Research, including complex calendar management, travel coordination, administrative patient care coordination, and also provide calendar and program support for the Division Administrator for activities across all missions. The role will require developing a keen knowledge of the clinical, research, and education endeavors of the Division.

Work Performed

    Complex calendar management for the Chief for the Division of Medical Oncology and DCI Associate Director of Clinical Research, and Administrator for the Division of Medical Oncology.Supervise the preparation of materials for meetings; coordinate appointments and speaking engagements for the Chief and Administrator. Support the Chief in the timely management of all communications, both written and verbal with a variety of constituents; compose emails, letters, and statements independently requiring interpretation and application of University policies, rules and regulations and monitoring follow up with all distributions that require answers, responses, and written replies. The position will interface with high level executive offices internally as well as with various Chief and Physician Executive Officers of affiliate hospitals/programs, as well executives representing various private sector industry organizations. This will require the highest level commitment to professional and diplomatic verbal, written, and in person interactions, complex coordination, and advanced critical thinking/problem solving skills. Collect and analyze data on administrative/operational processes and make recommendations to ensure efficient and effective operational management of the Chief’s office.Manage, plan, and coordinate visits of distinguished guests invited by the Chief/Division or DCI, ensuring appropriate officials and administrators are notified of visits; independently plans and coordinates the preparation of such events as necessary. Assist the Chief and Administrator in a wide variety of duties to implement clinical, research, and educational services designed to meet the needs of all constituents of the Division and DCI, including both independent and collaborative project management. Manage the ongoing Appointment, Promotions, and Tenure process for faculty, including assistance with drafting and processing new faculty offer materials. Assist with the facilitation and coordination of the annual off-site Southeast Fellowship Scientific Retreat program held in Duck, NC; including conference site contracting, catering, and preparation of all conference materials.Coordinate and process paperwork for all Division volunteers including approval from Safety for lab-based minors.Manage and maintain large volume of information that is confidential in nature.
    Apply advanced knowledge, analytical skills, decision-making, and a high level of independence to routinely resolve complex administrative challenges independently. Must also work collaboratively with others in the Division, DCI, throughout Duke, and with external partners.
    Deliver world-class levels of professionalism, diplomacy, tact, and confidentiality in all written, verbal, and in-person interactions.

    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 four years related office, business or administrative OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. experience to become familiar with general office practices and the coordination of major office activities. A bachelor's degree in a business related field may be substituted for 2 years of experience.

    Preferred Qualifications

      Bachelor’s degree and/or equivalent years of direct work experienceDemonstrated experience in a complex academic medical center or in an executive administrative roleExcellent written and verbal communication skillsTeam player with initiative Ability to manage multiple priorities and do so in a professional and confident mannerExcellent interpersonal skills and emotional intelligence; ability to be the face of the Division Administrative office. Adept with the Microsoft office suite, including progressive outlook, Word, and PowerPoint skills. Must enjoy a dynamic working environment, including an ability to perform independent activities and be skilled with multiple electronic communication methods.

    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: 6/8/2021
    Application Due: 8/7/2021
    Work Type: Full Time