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.
STAFF ASSISTANT
Occupational Summary
Perform responsible administrative and secretarial duties of a complex and confidential nature in support of the Duke Office of Clinical Research and related research sites. Responsible for varied clerical and administrative tasks to support DOCR operational leadership and for maintaining efficiency in organizational operations. Reports to clinic manager and will work with the Duke Early Phase Research Unit (approximately 20%) and Duke Clinical Research at Pickett Road (approximately 80%) all under the Duke Office of Clinical Research.
Work Performed
Act as the primary receptionist and scheduler at the Pickett Road clinical research site. Among other duties, the person in this position will check-in patient upon arrival in the practice. Identify correct patient information in Maestro Care. Verify demographic date. Edit Maestro Care as needed. Present and educate patients on required forms and obtain signature as required by policy and procedure. Completes all Maestro Care check-in files and manage all appropriate alerts. Check-out patients. Make return appointments by scheduling patients into the correct appointment type and scheduling test and procedures.
Act as back-up receptionist and scheduler for the Duke Early Phase Research Unit.
Complete standard or ad hoc ordering at the request of the clinic manager under guidance/approval from the business manager.
Screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities. This includes routing sponsor check payments following the established SOPs. May require minimal travel between Duke University’s Durham sites.
Perform administrative and secretarial duties of a complex and confidential nature in support of major activities. This includes preparing for events and meetings, reconciling procurement card transactions and fund codes, making travel arrangements and other clerical duties. Additionally, this position will complete standard or ad hoc ordering at the request of the clinic under the guidance/approval from the business manager.
Assist with maintenance of efficiency in organizational operations. This includes purchasing of office supplies, working with onsite vendors, alerting appropriate entities when there are issues with space/equipment, ensuring parking for visitors, and assistance with basic tasks associated with onboarding of new employees.
Perform other related duties incidental to the work described herein.
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
Education/Training: Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.
Experience: Work generally requires four years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities. OR and equivalent combination of education and relevant 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.