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.
Department of Pathology
Staff Assistant, Level 8 (0148)
Staff Assistant position will perform administrative and secretarial duties of a complex and confidential nature in support of the research faculty in the Department of Pathology for varied clerical and administrative responsibilities and to maintain efficiency in organizational operations.
Screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities.
Organize and maintain departmental files of records, reports and correspondence required for reference and efficient operation of division or department; maintain up-to-date management and procedural manuals, directives and related records; interpret new directives, policies and regulations and inform appropriate personnel of changes.
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.
Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations.
Draft or type letters and correspondence, reports and records ensuring grammatical accuracy, conformance with general policy and factual correctness.
Prepare and submit travel expense reports for reimbursement; maintain supplies
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 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.
Advise and direct secretarial, clerical or other personnel in the department or division; make work assignments and review work for accuracy and completeness. Perform other related duties incidental to the work described herein.
Specific to Department of Pathology, duties include:
- Prepare materials for teaching, seminars, and conferences (create educational/informational materials, packets/handouts, certificates, sign-in sheets, etc.) and complete any follow-up data collection i.e. surveys/evaluations.Request time sensitive materials from Duke and external sources for pathology consultation.Provide consult status updates to the doctors, fellows and administrative team.Follow up on outstanding cases to ensure diagnoses have been entered and label as priority for physician.Create and maintain physical and electronic copies of all consults.Request/exchange slides, track those that have been loaned out.Label slides and document demographic info and other specifics (slide ID #, patient age, sex, diagnosis and any comments).Schedule/coordinate meetings/events, order food, supplies, equipment, etc.Work with Photopathology to create blog posts, upload videos, and monitor websites. Advertise pathology courses and events.Respond to requests/queries for information.Provide status updates to the doctors and fellows on various projects.Create/maintain files, databases, reports for various projects.Assist with research projects (i.e. locating articles, requesting materials, etc.).Organize and submit travel expenses for reimbursements.Clearing procurement card purchases.Draft or edit correspondence on behalf of doctors.Maintain calendars.Coordinate travel.Reserve conference rooms, meeting spaces.Provide general support to visitors.Maintain office supplies.Answer phones and screen calls.Act as the point of contact for internal and external clients.Maintain contact lists.Coordinate repairs to office equipment.Receive, sort and deliver mail.Update/maintain CVs for faculty.Draft correspondence on behalf of physician.Other administrative support functions relative to those listed above.
Desired skill set:
- Professionalism (professional conduct, presentation, behaviors, appearance, communication skills – verbal and written)Critical and independent thinking skillsAbility to plan and prioritizeAbility to take initiative Ability to manage time independentlyAttention to detailAbility to follow instructionsAbility to identify and address periphery information independentlyGood judgementAbility to provide good customer serviceWillingness to cross-cover rolesExperience with Microsoft office – Word, Excel, PowerPoint, OutlookExperience with Maestro/Epic, End Notes, databasesSome prior experience in a professional office setting
The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.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 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.