This Position is Partially Grant Funded
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 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.
ADMINISTRATIVE ASSISTANT
Duke Human Vaccine Institute
Responsibilities
- Provide general administrative support to the Chief Operating Officer (COO) for the Duke Human Vaccine Institute (DHVI) who also serves as the Associate Dean for Duke Research and Discovery at Research Triangle Park (RTP).
- Schedule and coordinate arrangements for interviews, seminars, conferences, meetings, appointments, conference calls, etc. Provide support for meetings (assisting with set-up, invitations, name cards, tent cards, coordinating food and beverages) as needed.
- Schedule and coordinate travel arrangements for COO including hotel, flight, rental car, etc. Create itinerary for travel if needed.
- Schedule and coordinate travel arrangements for visitors and guests as well as arrange meetings, reservations, and provide travel and/or meeting agendas.
- Complete pCard travel and expense clearing through Concur.
- Oversee daily calendar for the COO as well as serve as the point of contact and information resource.
- Organize and provide documentation (electronic and paper) for projects and finances.
- Provide assistance with the preparation and assembly of applications and proposals to include compilation of data and preparation of related documentation.
- Control and maintain divisional and departmental files, reports, and correspondence required for reference and efficient operation of departments.
- Manage calendars and projects ensuring timely follow-up and completion and ensuring continuity of processes, programs, and assignments.
- For the RTP facility, manage building access, maintain master directory, distribute the Welcome document, and other duties needed for support at this location.
- Perform various additional duties assigned by COO.
Required Qualifications at this Level
- Education/Training: 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.
- Experience: Work requires 4 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR 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.