Administrative Assistant

Duke University Durham , NC 27701

Posted 2 weeks ago

Administrative Assistant

The Duke Center for Healthcare Safety and Quality works to promote a culture of safety, wellness, and wellbeing among our team members, patients, and community. Specifically, we work towards eliminating harm to patients and team members; improving local workplace culture and the team member experience; and developing team members and leaders.

Occupational Summary

The administrative assistant will play a key role in the daily tasks of the Center, including but not limited to: scheduling meetings and travel for the Center's staff and faculty; submitting, tracking, and paying invoices and corporate card transactions; serving as the first line of contact; and solving moderately complex and non-routine administrative problems.

Please submit both a cover letter and resume.

Duties and Responsibilities of this Level

  • Schedule and maintain a calendar of appointments, meetings, and events. Arrange travel itineraries for training programs, patient and family engagement, and wellbeing.

  • Serve as the first point of contact for callers, visitors and emailers to answer questions and respond to inquiries. Triage to the appropriate staff in a timely and accurate manner.

  • Maintain office space and organization, work with University Tower building management, and communicate issues to the Center team. Order and maintain office and conference supplies.

  • Manage contracts for external work. Create, process, and track invoices/billing.

  • Submit and track corporate card transactions for the Center team, and research line items related to corporate card and other financial transactions. Track income, invoices, and expenditures for accurate accounting.

  • Facilitate course participant attendance, registration, evaluations, and CME tracking.

  • Develop advanced presentation materials, reports and spreadsheets, Qualtrics surveys, meeting agendas, and minutes as requested. Assist with the development of program handouts, presentations, educational materials, and promotional materials.

  • Explain policies/procedures based on Center guidelines. Assist Administrative Directors with adherence to DUHS and Center policies and procedures for compliance and accountability.

  • Perform other general administrative support and related duties incidental to the work described herein.

  • Supervisory Responsibility None

Preferred Experience

Knowledge, Skills, and Abilities:

  • Strong computer, word processing and other office skills

  • Strong verbal and written communication skills

  • Financial experience, preferably in the Duke system

  • Experience and skills in customer service and in teamwork

Required Minimum Qualifications at this Level

Education: High School education or equivalent

Experience: Two years of administration support experience of increasing variety and/or complexity.

Degrees, Licensure, and/or Certification: N/A

Knowledge, Skills and Abilities: Creatively uses PC, word processing and other office tools.

Thorough knowledge of department policies, procedures, and goals.

Distinguishing Characteristics of this Level

N/A

Job Code: 00004001 ADMINISTRATIVE ASSISTANT

Job Level: C2

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.

Nearest Major Market: Durham

Nearest Secondary Market: Raleigh

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Administrative Assistant

Duke University