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STAFF ASST

Employer
Duke University
Location
Center for Study of Aging

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Job Details

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.




Duke Aging Center
Staff Assistant (LEVEL 9)


Occupational Summary

The Staff Assistant will perform administrative and secretarial duties of a complex and confidential nature in support of Aging Center activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations.

Work Performed:

1. Office Management
a. Provide excellent customer service to all internal/external customers. Answer main Aging Center phone number and handle requests to Center-related inquires in a timely manner.
b. Provide administrative and logistical support for seminars, workshops, retreats, visitors, and other Center events; establish appointments, meetings and speaking engagements; attend meetings to provide information and serve as a resource person.
c. Interpret new directives, policies and regulations and inform appropriate personnel of changes; make decisions on specific operating problems and issue instructions in the name of the Center leadership.
d. Control and maintain Center files of records, reports and correspondence required for reference and efficient operation; insure maintenance of up-to-date management and procedural manuals, directives and related records.
e. Serve as primary contact for office equipment needs, including phone lines, faxes, copiers, office supplies and mail. Maintain office machines and distribute mail and faxes. Facilitate delivery of key documents to Duke Departments/offices and VAMC as needed.
f. Coordinate building-related requests, interfacing with faculty, staff, internal and external service providers and others as appropriate to ensure requests are addressed and resolved in a timely and satisfactory manner. This includes maintenance and repair requests, housekeeping requests, and coordinating office moves and surplus requests, etc. Ensure consistent/current signage (offices/mailboxes, etc)
g. Manage online conference room and Learning Lab scheduling calendars. Serve as main point of contact for Aging Center meeting spaces.
h. Administrative duties including printing and mailing letters, copying, faxing, shipping research materials, scheduling meetings, assisting with AV equipment, ordering catering, etc.
i. Maintain Aging Center phone list, IT inventory and manage key inventory for offices and file storage.
j. Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations; determine which correspondence to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities.
k. Compile data and statistics; prepare complex reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data as needed.

2. Financial Support:
a. Purchasing: Procurement card holder for Center purchases from approved Duke vendors. Responsible for processing and clearing purchases through the Buy@Duke system.
b. Initiate expense reports, AP check requests, purchase orders, and financial forms
c. Ensure appropriate documentation and clearing of procurement card transactions for Aging Center programs, employees, and trainees.
d. Process employee travel and reimbursement requests.
e. Maintain grant-related documents for Center Leadership, including Biosketches, Other Support/Current and Pending Support, and other administrative files
f. Provide administrative support during grant application process, in editing and assembling documents for sponsor and university-required application packages
g. Assist in the preparation of complex Center budgets making recommendations and projections based on knowledge of program activities and departmental operations

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.


Required Qualifications

Education/Training:
Work requires a broad knowledge of administrative/clerical and accounting principles practices normally acquired through two years of post-secondary education.


Experience:

Work generally requires four years of clerical or business related experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement OR an equivalent combination of education and relevant experience.


Preferred Skills:

The successful candidate will:

• Demonstrate sound problem-solving capabilities.
• Possess excellent written and oral communication skills.
• Demonstrate the ability to multitask, and excellent time management skills.
• Demonstrate the ability to proactively plan and prioritize workload to meet deadlines with minimal instruction
• Display initiative in supporting the AC leadership team.
• Showcase their proven ability to work both independently and within a team with excellence, dignity, and respect.
• Ideally have familiarity with Duke systems and processes.

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.

Organization

Read our Diversity Profile History

Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University.Duke Campus

As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

Duke maintains a historic affiliation with the United Methodist Church.

Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

Mission Statement

Duke Science"James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth.Duke Meeting

 “By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

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