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Administrative Support Specialist

2 months ago

Durham, North Carolina, United States Duke University Full time

Duke University School of Medicine
Founded in 1930, the Duke University School of Medicine stands as one of the nation's premier medical institutions.

Ranked sixth among medical schools nationwide, the School prides itself on fostering an inclusive environment for exceptional learners, researchers, clinicians, and staff, where interdisciplinary collaboration is encouraged, and innovative ideas are rapidly translated into practical applications that enhance human health both locally and globally.

With a community comprising over 2,600 faculty members, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine, alongside the Duke University School of Nursing and Duke University Health System, forms Duke Health, a distinguished academic medical center.

The Health System includes 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 various affiliations.



Position Overview


This role involves performing complex administrative and secretarial tasks of a sensitive nature to support key departmental or divisional functions, thereby alleviating the supervisor of various clerical and administrative duties and ensuring smooth organizational operations.


Key Responsibilities


- Manage and direct incoming mail and documents; assess which require responses or should be escalated to the supervisor based on the content and a comprehensive understanding of departmental programs and activities.


- Organize and maintain departmental files, records, reports, and correspondence necessary for effective operation; ensure management and procedural manuals are current; interpret new directives and inform relevant personnel of updates.


- Assist in the preparation of detailed reports and proposals, which necessitate sourcing, compiling, analyzing, and evaluating data.


- Review reports submitted for supervisor's review; verify against source documents and highlight significant items, changes, errors, or omissions for the supervisor's attention.


- Aid in the development of complex departmental budgets, making informed recommendations and projections based on knowledge of program activities and departmental operations.


- Independently draft letters and statements requiring interpretation and application of departmental policies and procedures.


- Take dictation and transcribe documents; ensure grammatical accuracy and adherence to policy and factual correctness.


- Coordinate logistics for seminars and conferences, scheduling appointments, meetings, and speaking engagements for the supervisor; attend meetings to record minutes, provide information, and serve as a resource; respond to inquiries regarding departmental activities and relay instructions to staff members; act as a liaison with administrative personnel and external agencies regarding university policies and procedures.


- Provide guidance to secretarial and clerical staff within the department or division; assign tasks and review work for accuracy and completeness.


- Perform additional related duties as necessary.



Minimum Qualifications

Education

A comprehensive understanding of clerical and accounting principles typically acquired through two years of post-secondary education in administrative support or a related business discipline.



Experience

Generally requires three years of relevant secretarial or clerical experience to develop the skills necessary for managing complex office functions related to office management, communications, and budgetary/accounting activities.

Alternatively, an equivalent combination of education and relevant experience is acceptable.

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunities 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 aims to cultivate a community grounded in collaboration, innovation, creativity, and inclusivity.

Our collective success relies on the vibrant exchange of ideas—an exchange that flourishes best when diverse perspectives, backgrounds, and experiences are embraced.

To facilitate this exchange, it is crucial that all community members feel secure and welcomed, that individual contributions are valued, and that all voices are acknowledged.

All members of our community share the responsibility to uphold these values.



Essential Physical Job Functions:

Certain roles at Duke University and Duke University Health System may involve essential job functions that necessitate specific physical and/or mental capabilities. Additional information and provisions for requests for reasonable accommodations will be provided by each hiring department.