Durham, North Carolina

School of Medicine:

 

Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

 

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

 

The Program Assistant is a proactive and service-oriented member of the Medical Center Library & Archives team who contributes to projects across library departments as well as takes ownership of many administrative functions. The Program Assistant works closely with the Associate Director for Administration on human resources and accounting processes. The Program Assistant also provides support for Library & Archives meetings, communications, and events.

 

The Medical Center Library & Archives' mission is to provide biomedical information for inquiry, discovery, and innovation. With a staff of about 20, the Library and Archives provide information resources and services for Duke Health faculty, staff, and students in support of research, education, and patient care.

 

Administrative Support

  • Provide general office support for Library Administration, including responding to phone inquiries, distributing mail, drafting correspondence, and assisting with scheduling for the Associate Dean
  • Maintain departmental records for institutional record-keeping
  • Prepare letters and other communications, such as gift acknowledgements
  • Manage correspondence, scheduling, membership, and minutes for quarterly Library and Archives Advisory Committee
  • Maintain and order office supplies
  • Run department errands as needed

 

Communications, Meetings, and Events

  • Assist with layout of digital and paper communications, such as Annual Snapshot and brochures
  • Coordinate announcements/marketing screens within the library
  • Create signs as needed
  • Coordinate and manage all behind scene actions (e.g., identifying dates, contacting outside attendees or speakers, catering, and supplies) necessary for the quarterly Advisory Committee, and annual retreats and other programs
  • Assist with scheduling for recurring and other library meetings and events

 

Accounting

  • Process all travel reimbursements, non-travel reimbursements, A/P check requests, invoice payments, deposit forms, for approximately 20 department staff
  • Manage all monthly and quarterly billing for interlibrary loan requests
  • Handle checks for deposit, late collections, and recording in the appropriate fund codes of all receivables
  • Manage petty cash and department discretionary funds
  • Serve as backup for JV transfers
  • Use proper accounting codes for department financial items, changes, errors or omissions expenses                                          

 

Payroll and Human Resources Support

  • Responsible for all department payroll record keeping, reports, changes, and monitoring functions (nonexempt and exempt) timecards, leave balances, leave request, etc. required of department
  • Coordinate iforms for hiring, transfers and terminations for department employees
  • Coordinate payroll audit/review time and pay documents for accuracy and appropriateness
  • Support personnel recruitment, such as acknowledging receipt of applications, scheduling telephone and onsite interviews, reservations for interviewing candidates
  • Assist with onboarding and termination of employees, such as departmental paperwork, keys, badges

 

Facilities

  • Receive and approve conference room reservation requests
  • Manage key inventories
  • Field requests regarding building and equipment maintenance requests

 

 

Required Qualifications

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 AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

 

Preferred Qualifications

  • Bachelor's Degree
  • Working knowledge of Microsoft Office suite, including Excel, Word, Powerpoint, Outlook, and Teams. Familiarity with SAP and/or Duke accounting systems.
  • Must be dependable, detail-oriented, organized, able to work independently, computer adept, have excellent interpersonal and communication skills, and the ability and willingness to learn and use new technology and tasks.
  • Must be able to work in a collaborative team-oriented environment, meet deadlines for assignments, manage multiple priorities, be proactive, and possess effective problem solving skills.

 

 

 

 

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.

 

Durham, North Carolina

As a world-class academic and health care system, Duke Health strives to transform medicine and health locally and globally through innovative scientific research, rapid translation of breakthrough discoveries, educating future clinical and scientific leaders, advocating and practicing evidence-based medicine to improve community health, and leading efforts to eliminate health inequalities.

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