ADMINISTRATIVE ASSISTANT - job 2 of 2

As a part of Duke Health’s outpatient clinic network, you will enjoy competitive compensation, comprehensive benefits plans, convenient work hours, and many opportunities for career advancement. Become a part of a team that values and invests in you.

JOB LOCATION

Durham VA - 508 Fulton Street, Durham, NC

JOB SUMMARY

We are seeking an Administrative Assistant within our Department of Anesthesiology located in Durham, NC to perform 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.

JOB DUTIES AND RESPONSIBILITIES

• Collating, arranging and organizing financial information for the division. Maintaining and processing VA contract billing data by working with the business office and VA liaison to ensure correct contract billing is completed in a timely fashion. Assistance with grant, manuscript, and book chapter submissions including formatting, bibliography, End Note library creation, requests for letters of support, table or figure creation and/or formatting, site uploading and document conversion. Assist faculty in the preparation of presentations and publications. Reconcile expense accounts related to faculty.
• Assist with schedule creation in Qgenda, as well as maintain any schedule changes. Ensure all areas are assigned and properly staffed. Work with Qgenda vendor and Qgenda Program Coordinator whenever programmatic errors arise. Maintain the VA SICU calendar in both Qgenda and the SICU Google calendar (two people who staff VA SICU aren’t in Anesthesia). Scheduling and maintenance of clinical and non-clinical calendars for a group of faculty members.
• Maintain CV’s for all faculty in the division.
• Organize and maintain faculty electronic files-correspondence, credentialing, licensing and certification, reference materials, publications, memberships, FDA expenses.
• Schedule and assist with appointments and meeting agenda preparation and have available supporting documents prior to meetings. Arrange, schedule, coordinate, and track activities for division faculty, faculty facilitators, visitors and learners. Interpret and implement divisional policies and procedures on behalf of the Division Chief with general guidance as to priorities, manages the time and calendar of the Division Chief, choosing or recommending among competing demands on time, and referring matters to be handled by others.

JOB ELIGIBILITY REQUIREMENTS

• High school education or equivalent.
• Two years of administrative support experience of increasing variety and/or complexity

JOB HOURS

The schedule for this position is day shifts, Monday-Friday, with no weekends or holidays.

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.