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CTSI Administrative Assistant

2 months ago

Durham, United States Duke University Full time
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 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.
Organizational Summary
The Duke Clinical & Translational Science Institute (CTSI) provides infrastructure, education, and resources to facilitate translational research at Duke University focusing on integrating resources and programmatic research areas across campus. CTSI is housed in the Duke School of Medicine (SOM) and has dual reporting to the Dean of the School of Medicine and the Chancellor for Health Affairs. It is the institutional home for the Clinical and Translational Science Award (CTSA), funded by the National Center for Advancing Translational Sciences (NCATS), part of the National Institutes of Health (NIH).

The CTSI brings together the stakeholders from all parts of the University and Health System and facilitates their work toward reaching the Chancellor's strategic goals in a given area. This includes external partnerships, such as that provided via the Duke-NCCU Bridge Office, and internal centralized resources such as the CTSI Administrative Services Support Team (ASST).
Occupational Summary

The Duke-NCCU Bridge Office works to enrich learning and advance clinical research by developing and supporting mutually beneficial partnerships amongst Duke University & Health Care System, North Carolina Central University and the communities they serve.

This team works closely with Duke and NCCU leadership to create opportunities for multidisciplinary collaborations and ensure that faculty, investigators, and trainees at all career levels have access to core resources and services to do innovative research. This partnership is intended to strengthen ties between the two academic institutions in a strategic effort to improve health outcomes, create pipeline programs to diversify the future clinical research sciences workforce, build new research teams, and expand infrastructure to support underrepresented minority researchers.

The Administrative Services Support Team (ASST) is a centralized unit within the Duke Clinical &Translational Science Institute (CTSI), that provides a myriad of administrative services for all of the CTSI pillars. The goal of this unit is to decrease the need for compartmentalized administrative staff within individual pillars or pillar teams. By centralizing many administrative functions, a highly-skilled, cohesive unit can provide excellent service for the entire CTSI organization.

The Administrative Assistant, Bridge Office/ASST will be a dependable, motivated individual that will function independently, and will be able to manage complex and intricate tasks, and shift direction on short notice. They will work to help ensure efficiency in supporting the multilevel needs of the Bridge Office and CTSI's Pillars and project teams in successfully achieving program timelines and deliverable schedules.
Work Performed
  • Collects metrics and assists with data entry for evaluation platforms.
  • Interfaces with communications team to ensure website and social media updates.
  • Oversees web-based consult form and completes REDCap updates.
  • Assists with meeting minutes/summaries and contributes in a limited capacity to components for progress reports or grants.
  • Completes office/event tasks under the supervision of the Operations Director.
  • Sends out email doodle polls, communicates with admins, schedules meetings, and catalogs meeting recordings/summaries on Box.
  • Demonstrates professionalism when corresponding and communicating with various parties such as faculty, clinicians, staff, community partners, trainees, scholars, and students.
  • Assists with meeting logistics for Bridge Office events, including internship opening and closing ceremony, career exploration events, advisory board meetings, retreats/conferences, and community events.
  • Secures IT/AV support and parking for meetings at Duke and NCCU.
  • Expedites requests for information, content, and invoices as needed to facilitate administrative processing.
  • Assists with development of process documents for Duke and NCCU partners under the supervision of the Operations Director.
  • Collects information from requestors seeking sponsored accounts received from NCCU and other external partners and submits to the Operations Director.
  • Performs other miscellaneous administrative tasks as needed to support leadership and core team leads as needed to advance and complete the important work of the Duke-NCCU Bridge Office.


Required Qualifications at this Level

Education/Training: 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 become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Skills: N/A. See job description.

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.