Administrative Assistant, Orthopaedic Surgery, Chair Suite

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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health.
a world-class academic medical center.
The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.
The positon is hybrid/on-site 4 days per week/1 day remote Occupational Summary Perform complex and confidential administrative and secretarial duties in support of departmental activities to relieve the supervisor of varied clerical and administrative responsibilities to maintain efficiency in organizational operations in a fast-paced professional office of the Chair, Department of Ortho Surgery.
The position will report to the Chief Administrative Officer (CAO).
This position will support the Chief Administrative Officer (CAO) (50%), Vice Chair for Implementation of Spine Health Innovation (30%), and Vice Chair for Equity, Diversity, and Inclusion (20%).
Work Performed Contribute to the professional, efficient operation of the Department of Ortho Surgery, Chair suite.
Includingcoordination, maintenance, and daily monitoring and administration of facilities, and assisting administrative staff with service requests.
Perform advanced, diversified, and confidential administrative duties by independently preparing meeting agendas, memos, and correspondence; completing a variety of non-routine assignments; coordinating busy and shifting office calendarsincluding scheduling and coordinating meetings and/or conferences, and attending meetings for the purpose of recording, preparing and distributing minutes and reports; processing a considerable amount of confidential and sensitive information in support of administrative activities, which may include clinical practice issues; serve as the primary liaison for executive and other senior management personnel.
Assist in the timely management of all communications, both written and verbal with a wide- variety of constituents including peer institution and agency executive personnel.
Compose written communication independently and routinely as needed to support and initiate action.
• Design, manage, and complete project work as needed including but not limited to faculty performance review management, public relations, and regulatory administration.
5% • Advise staff on rules and regulations related to the administration of the department; monitor follow-up as needed.
10% • Manage daily operation of the Department Chair suite by assisting in developing administrative goals and priorities for departmental long-range strategic planning; communicating, implementing, interpreting and revising policies and procedures as appropriate; facilitating process improvement analysis for work unit; maintain knowledge of technology.
5% • Routinely interpret University policy, rules, and regulations with the support of HR.
Respond in a timely manner either verbally or in writing as needed.
5% • Collect, analyze, and present information and recommendations to the CAO.
Develop presentations as needed for both; deliver presentations if needed.
10% Working in a spirit of continuous improvement: identify, create, design, and implement projects that add efficiencies to the department in support of organizational goals.
These projects may be administrative, programmatic, or procedural in nature.
Exceptional skill in identifying and working with project stakeholders must be demonstrated at all times.
10% • Manage the calendar and signatory duties for CAO.
Including scheduling of meetings, coordination of travel and events for the CAO.
5% • Create and project budget needs for office supplies, furniture, paper, toner, and equipment, the chair’s professorship portfolio and events and public relations.
Reconcile expenditures to budget monthly.
Secure budgeted items as needed.
5% • Working with peers, coordinate the transition process for new faculty and staff joining the organization; identify appropriate early contacts and facilitate those connections for productive relationship-building.
5% • Prepare or supervise the preparation of materials for meetings, appointments, and speaking engagements in the formats needed for the audience.
Independently generate complex and detailed presentations and reports/minutes from these events.
Archive all organizational documentation to meet department needs and regulatory requirements.
5% • Coordinate Event scheduling/planning (for audiences ranging from 5-100 people), including monthly ODAC meetings, faculty meetings, annual faculty retreat, J.
Leonard Goldner Visiting Professor (Research Day), Harrelson Visiting Professor, Orthopedic Welcome parties, holiday parties for faculty and staff, annual photos.
5% • Manage confidential and proprietary documents; ensure and manage perpetual secured access.
• Coordinate training and maintenance for the Qgenda system –automated system designed to track physician coverage.
Be the first point of for Qgenda on any issues in the department.
Serve the organization as a Super User for the system.
5% • Administrative duties to include but not limited to: management to financial reimbursements for the CAO, maintenance of Chair’s CV, Webex/Zoom accounts, and administration.
5% • May supervise and coordinate the work of designated employees as assigned (Staff Assistants) reviewing completed work for adherence to instructions or correctness.
• Recommend various personnel actions including, but not limited to, hiring, performance appraisals, promotions, transfers and vacation schedules, and timecard approval.
Provide coverage for Lead Staff Assistants in their locations as needed.
5% • Coordinate visiting observers for shadowing activities, assist and advise department or division head and staff members on administrative problems.
5% • Plan and coordinate visits to the organization by distinguished guests, ensuring appropriate officials and administrators are notified of visits; plan and coordinate related events as necessary.
5% • Maintain the integrity, discretion, and confidentiality of the office of the CAO at all times.
5% • Manage and provide general reception services to the Chair, Department of Ortho Surgery suite.
5% 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 the 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 Skills: Solid organization, problem solving and human relation skills; must also possess a style which exhibits maturity, sensitivity, initiative, teamwork, and patience.
Ability to work within deadlines, with limited oversight and direction.
Rely on extensive experience and judgment to plan and accomplish goals.
A wide degree of creativity and latitude is expected.
Strong written communication skills, ability to effectively communicate via email across the university/SOM.
Extensive experience with calendar and meeting request/support.
Comfortable with change and changing priorities.
Concur, SAP, Buy@Duke experience preferred Advanced skills in Microsoft Office Suite and database management This job description intends to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position.
Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunitieswithout 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.
Minimum Qualifications Education 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 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.
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.