School of Nursing:
Established in 1931, Duke University School of Nursing is among the top ranked of the nation’s nursing schools. The School is proud of its overarching commitment to transform the future of nursing to advance health in individuals, families and communities. Members of the School of Nursing are part of an inclusive community that supports the professional goals of its people as they pursue excellence.
Comprised of 1,600 faculty, staff,instructors and students, the Duke University School of Nursing along with the Duke University School of Medicine 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.
Duke University School of Nursing
HR Title: Staff Assistant
Working Title: Staff Assistant, Office of Global and Community Health Initiatives (OGACHI)
Job Code: 0476
Job Level: 9
Performs executive administrative support to the Associate Dean of Global and Community Health Affairs, two faculty Directors, and three Senior Program Managers, as needed. Duties shall include general and specialized responsibilities to support faculty and staff to support efficient operations and administration.
The position reports to the Senior Program Manager
Essential Duties of Staff Assistant Position in OGACHI
1. Maintains the Associate Dean’s calendar including scheduling meetings and arranging appointments. Coordinates calendars of other staff in planning meetings and ensures that the Associate Dean has briefings and materials needed for various meetings. Takes messages, screens calls, and replies to questions in accordance with general instructions and office procedures and policies; transmits messages to other members of staff and to a broader audience as instructed or in accordance with protocols; serves as the receptionist , greets, screens and directs callers and visitors to appropriate members of OGACHI staff; arranges conference calls for Associate Dean; maintains and up-to-date data base for individual and group retrieval for mass mailings; and maintains liaison with appropriate personnel in relevant university departments , and external circle of contracts associated with work of office.
2. Composes routine and general correspondence with established office procedures as directed by the Associate Dean. Screens, sorts and distributes mail and documents, prioritizing correspondence for Associate Dean’s attention. Take minutes of all OGACHI Staff meetings, circulates to staff for corrections and files appropriately. Follow up on action items resulting from meetings and brings open and pending items to Associate Dean’s attention in planning the agenda for subsequent meetings.
3. Supports the Association Dean with conducting literature reviews and conducting internet searchers for specific information, as requested.
4. Arranges domestic and international travel for the Associate Dean and other travelers as instructed by immediate supervisor. Ensures that all necessary registrations, visas/visa requirements are secured or known, and immunizations are current. Briefs Associate Dean on all travel plans and arrangements prior to departure. Reconciles expenditures of all travel, domestic and international for OGACHI programming and faculty/staff.
5. Holds responsibility for managing all gifting associated with visits to and from international visitors, as appropriate. Confers with Associate Dean on the level of gifting and ensures all necessary gifting is packed for travel or available for presentation at the proper time during visits to Duke. Maintains a reasonable inventory of gifts and promotional materials.
6. Organizes and maintains Office files of records, reports and correspondences required for reference and efficient operation of the Office. This includes files of a hard and electronic nature. Contributes to the development and efficient execution and oversight of guidelines for streamlining, archiving, and purging files in accordance with university standards and needs of OGACHI.
7. Supports international visitors (students and professionals) to the school; including accompanying visitors on tours of the campus and activities and excursions within the broader community when assigned, recognizing that some such support may occur after hours and on weekends; assist in ordering and setting up lunches, coffee, etc.; and confirming travel arrangements and transportation to and from airports.
8. Responsible for marketing all OGACHI events with input from Program Managers and Associate Dean using multimedia, including Concerto, and print based on breadth of audience. Responsible for preparing updates for website and represents OGACHI on the DUSON Communication Committee.
9. Plans and staffs all Lunch and Learn sessions, including securing and setting up any refreshments; managing sign-in sheets, the distributing and collecting evaluation forms or facilitating electronic evaluation via Qualtrix.
10. Supports Associate Dean in academic and administrative roles, including the development of Powerpoint, functional knowledge of Sakai, Duke HUB and other academic support systems, including data management.
11. Performs other related duties as may be assigned.
Work requires a broad knowledge of clerical and accounting principles; strong planning and organizational skills; evidence of effective language and spoken and composition skills; evidence of up-to-date computer skills and Microsoft Office Programs. A Bachelor’s degree in Business, Management, Planning or related areas is strongly preferred and prior experience comparable to the requirements of this position. Advanced preparation or experiences in relevant areas is preferred.
Work generally requires a minimum of 3-5 years of progressive experience in complex fast-paced organizations with responsibilities similar to those defined for this position. Experiences should include executive office management, program planning and evaluation, written and spoken communication, composition of technical documents, broad clerical duties, budgetary/accounting activities, use of technology, hospitality and positive social skills, and self-motivated with evidence of high standards of performance. Responsibilities of position may require after hours and weekend work as well as international travel.
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.