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.

 

  Be Bold. Occupational Summary

Perform responsible administrative and secretarial duties of a complex and confidential nature in support of major departmental or divisional activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations.

Be You.

Work Performed Provide administrative support and program coordination for Neurosurgery Department Research Faculty. Advise and manage all administrative responsibilities for the faculty and provide assistance to their laboratory staff for vital functions of faculty. Responsible for ensuring timely clearing of corporate card purchases for all faculty and staff in the assigned labs. Make travel arrangements and itineraries for assigned faculty. Schedule and coordinate arrangements for speaking engagements, attendance at seminars and conferences. Keep an accurate list of due dates for memberships, journal subscriptions and any required certifications. Keep an accurate database of expenses charges for each faculty member. Ensure timely renewals. Responsible for corporate card purchases and processing for research faculty and lab staff members. Responsible for consistent CV updates and updating Scholars@Duke. Assist with coordination of grants. Prepare biosketch for grant submissions. Keep track of IRB’s. Create presentations as requested by the faculty. Utilize the preferred calendaring tool (Google, Outlook), ensure proper management of calendars. Schedule meetings, speaking engagements, etc. Make arrangements for visiting observers, medical students, speakers, and all other guests. Responsible for organizing and composing emails and letters on behalf of faculty. Attend meetings to provide information and serve as a resource person; interview callers; answer questions concerning research faculty activities and transmit instructions and/or information to and from staff members; serve as liaison with administrative personnel, other faculty and staff. Control and maintain files of records, reports and correspondence required for reference and efficient operation. Create and ensure maintenance of up-to-date procedural manuals and related records Maintain inventories of lab space utilization and report quarterly to inform space allocation.

Preferred Qualification:

Experience using Concur, particularly for posting and reconciling corporate card transactions.

 

Familiarity with ordering laboratory supplies, ideally within Buy@Duke or similar procurement platforms.

 

Prior experience supporting research faculty and laboratory environments, with an understanding of academic research operations.

 

Strong investigative and problem-solving skills, with the ability to independently identify issues and develop practical solutions.

 

Knowledge of space management processes, including room/area assignments and tracking

This position will provide office coverage to the Assistant for the Department chair as needed.

Choose Duke.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $19.80 to USD $30.63. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

 

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family- friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

 

Education

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in administrative support 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

 

Degrees, Licensures, Certifications

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

Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military 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.