Administrative Coordinator

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.

Duties include but are not limited to:

30% Administrative:

1. New faculty and Staff onboarding and orientation
2. Guest accounts for visitors within ID Division
3. ID Badges – provide documentation to badge offer for all badge requests. Work with Stanza Williams to ensure proper access is given to all faculty and staff.
4. Oversite of Performance Evaluations for ID Division
5. Work with Duke Visa office as Liaison on all visa needs and issues.
6. Approve and process all bi-weekly timecards for ID staff members.
7. Approve and process all monthly timesheets for Division of ID.

30% Financial:

1. Supplemental Pay – process and/or approve all supplemental payments for ID faculty providing outreach services or moonlighting duties.
2. Iforms – process and/or approve iforms submitted for ID faculty and staff.
3. Work with ID Program Director to provide yearly budget for fellow related expenses, track and monitor that all fellows are on appropriate funding sources and are following Duke policy and procedures.
4. FAM reconciliations of division and discretionary accounts
5. Concur – super user for ID Division. Ensure and approve all expenses for ID staff and faculty. Ensure proper use of funding and codes.
6. Purchase Orders – ensure all PO’s are on correct fund codes, clear DOM problem lists. Issue PO’s when needed for ID faculty and Lab staff needs.

30% Operations:

1. Space Coordinator – Represent ID Division while working with DOM Leadership on space requests and space needs for ID Division
2. Computers – Organize and maintain accurate list of all ID owned computers. Work with OIT, DHTS on needs within the division.
3. Copiers – maintain all copier contracts and ordering supplies as needed. Oversite of monthly invoices to ensure proper use of all ID owned copiers.
4. Attend monthly grant/faculty team meetings.
5. APT – Assist ID Division Chief and Business Manager with promotions of ID Faculty.
6. Concur – Be the superuser for the division of ID. Responsible for approving all transactions on ID fund codes. Ensure proper use of funds, adherence to Duke travel guidelines and policies.
7. Ensuring compliance to Duke Safety guidelines for all faculty and staff.
8. Ensure that all members of the Duke ID Division adhere to Duke policies on social media use, HIPAA, confidentiality and flu vaccines. Utility the Duke Safety website to track compliance.
9. Oversite of faculty clinical activity and ensuring that Duke policies for time away and clinical rescheduling is adhered to.

10% Assistant to ID Business Manager:

1. Help schedule and coordinate monthly meetings with faculty and grants team.
2. Ordering of all office supplies for ID Division. Ensure that proper funding sources and division policies are followed.
3. Provide input and feedback to Business Manager on the day-to-day operations within the Division of ID.
4. Open to overseeing projects as they come up that are within the overall needs of the ID Division.

Minimum Qualifications

Education

Work requires a general business background generally equivalent to a bachelor's degree in a business related field.

Experience

Work requires 2 years related business or administrative experience to OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business related field may be substituted for 2 years 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 essential job 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.