CTSI Administrative Assistant (ASST)

at  Duke University

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.

OCCUPATIONAL SUMMARY

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 will need to be a highly responsible, motivated individual that will function independently, and will be able to manage complex and intricate tasks, and shift direction on short notice. They will help ensure ASST’s efficiency in supporting CTSI’s Pillars, project teams, and staff in successfully achieving program timelines and deliverable schedules.
This is a hybrid position.
Work Performed:

Primary responsibilities include:

• Process travel expenses via the Concur system and AP Check Requests
• Manage the Mobile Device Stipend process – tracking and entering supplemental payments on a quarterly basis for all eligible CTSI staff
• Research solutions to complex questions and problems; schedule and take minutes for complex/high-level meetings
• Work well with both management and peer groups
• Create surveys and assist with initial analysis of results; literature searches; data collection; reports
• Willingness to assist with a highly diverse departmental staff with equally diverse administrative needs
• Assist with complex spreadsheets; preparation of presentation materials and documents for various high-level departmental meetings
• Prepares complex spreadsheets, charts, and complex presentations using Excel, PowerPoint, and Word.
• Perform a variety of administrative and clerical duties of a complex and confidential nature, in support of the Duke CTSI. Help maintain efficiency in organizational operations.
• Perform other related duties incidental to the work described herein.

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 AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Skills: Microsoft Office
Meeting facilitation and virtual meetings (e.g., Zoom)
Skills using logic and reasoning to identify the strengths and weaknesses of alternative solutions to problems.
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.

• Process travel expenses via the Concur system and AP Check Requests
• Manage the Mobile Device Stipend process – tracking and entering supplemental payments on a quarterly basis for all eligible CTSI staff
• Research solutions to complex questions and problems; schedule and take minutes for complex/high-level meetings
• Work well with both management and peer groups
• Create surveys and assist with initial analysis of results; literature searches; data collection; reports
• Willingness to assist with a highly diverse departmental staff with equally diverse administrative needs
• Assist with complex spreadsheets; preparation of presentation materials and documents for various high-level departmental meetings
• Prepares complex spreadsheets, charts, and complex presentations using Excel, PowerPoint, and Word.
• Perform a variety of administrative and clerical duties of a complex and confidential nature, in support of the Duke CTSI. Help maintain efficiency in organizational operations.
• Perform other related duties incidental to the work described herein