STAFF ASST (Durham, NC, US, 27710)

Duke University
 Durham, NC

School of Medicine:

Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary

Remote + On site blend

This position will provide advanced administrative support to the Section Head, Electrophysiology (EP), and other EP faculty, including overall EP program support, complex calendar management, travel coordination, and administrative patient care coordination. The role will require developing a keen knowledge of the clinical, research, and education endeavors of the EP section of the Division of Cardiology

Work Performed

  • Manage fast paced, multitask-oriented executive level faculty and act as liaison on a daily basis interacting not just with staff and faculty but with domestic and international business constituents of varying levels requiring a very high level of professionalism and decorum. Deliver world-class levels of professionalism, diplomacy, tact, and confidentiality in all written, verbal, and in-person interactions.
  • Assist the Section Head and EP faculty in a wide variety of duties to implement clinical, research, and educational services designed to meet the needs of all constituents of the Division and DCRI, including both independent and collaborative project management.
  • Complex calendar management for the EP Section Head, and multiple other EP faculty within the Division of Cardiology.
  • Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations; determine which correspondence to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities. This includes letters for staff travel to countries requiring visas to letters to clinical trial sites. This also requires knowledge of financial accounting practices of external groups such as the American College of Cardiology, American Heart Association, the NIH, the FDA and other academic institutions as related to organizational, visiting faculty and special government employee commitments and obligations. Work with industry sponsors on set-up and settlement of consulting or project ad hoc meeting expenses and or honoraria.
  • Schedule and coordinate arrangements for seminars and conferences and establish appointments, meetings and speaking engagements; attend meetings to provide information and serve as a resource person; answer questions concerning institutional activities and transmit instructions and/or information to and from staff members; serve as liaison with administrative personnel and external agencies concerning University policies and procedures, budgetary and expense preparation and control. Arrange international steering and executive committee conference, videoconference and web-based AdobeConnect meetings.
  • Support the faculty in the timely management various communications, both written and verbal with a variety of constituents; monitoring follow up with all distributions that require answers, responses, and written replies.
  • Perform Medline searches and maintain the assigned Faculty’s CVs.
  • Manage and maintain large volume of information that is confidential in nature.

· Apply advanced knowledge, analytical skills, decision-making, to routinely resolve complex administrative challenges, in concert with the Division’s administrative

management infrastructure. Must also work collaboratively with the EP administrative team, as well as, others in the Division, throughout Duke, and with external partners.

· Oversee and process travel expenses for timely submission and reimbursement for Duke and vendors, maintaining budget expenditures, correct coding, and submission for accounting. Maintain accurate records for tax reporting and other necessary financial information. Maintain accurate procurement card activity for review by the Dean of Finance’s office.

Clinical Duties:

· The staff assistant will be responsible for managing physician clinical schedules and templates, scheduling/rescheduling clinics, ensuring medical records are obtained prior to clinics and ensuring our scheduling system (Qgenda) is updated regularly.

· Complete PRMO Schedule Change forms when canceling, rescheduling or adding a clinic

· Schedule patients and tests when necessary

· Updating patients on clinic changes via phone

· May support other clinical programmatic coordination activities

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.

Minimum Qualifications


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.


Work generally requires four years of related secretarial/clerical OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting 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.