School of Medicine Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary

Perform responsible administrative and secretarial duties of a complex and confidential nature in support of major departmental or divisional activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations.

Supervisor: Simon Gregory, Professor of Neurosurgery, Vice Chair of Research and Dr. Svati Shah, Professor of Medicine.

Work Performed

Utilize critical thinking skills to assist and advise the Professor of Neurosurgery, Vice Chair of Research and the Professor of Medicine. Compile reports and analyses setting forth progress, adverse trends and appropriate recommendations or conclusions. Support business operations and strategic planning with analysis and recommendations based on data. Assist with the tracking of time off requests for staff members that report to direct supervisors and advise that would not allow for adequate staffing.

Perform general office duties of a complex and confidential nature assisting faculty with administrative responsibilities and maintaining efficiency in organizational operations.

Coordinate planning, management, and implementation of events.

Manage and update faculty calendars and schedule meetings in a fast paced, high volume environment.

Schedule and register for conferences and/or professional development opportunities; this could include assisting our visiting guests. Coordinate faculty travel arrangements to include but is not limited to, transportation, lodging, meals, arrange parking and events. Also, responsible for providing all necessary travel documents to include itineraries.

Responsible for maintaining receipts. Process travel and reimbursement requests to include, but is not limited to, transportation, lodging, meals, parking, and events.

Update CV’s and bio-sketches for assigned faculty.

Schedule grant submission materials and assist faculty with formatting written materials and documents. Track and monitor outstanding action items and provide updates to faculty as needed.

Oversee and manage office supply inventory, space chart and signage and coordinate mail distribution. Manage the shipment of all FedEx orders to include the tracking of orders to confirm arrivals.

Control and maintain divisional or departmental files of records, reports and correspondence required for reference and efficient operation of division or department; insure maintenance of up-to-date management and procedural manuals, directives, and related records.

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.

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

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.