"Administrative Assistant"

Work Arrangement: 

Requisition Number: 248007

Regular or Temporary: Regular

Location: Durham, NC, US, 27710

Personnel Area: MEDICAL CENTER

Date: Aug 20, 2024

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.

Duke University’s Department of Obstetrics and Gynecology has an immediate opening for an Administrative Assistant. This position will be a hybrid position located in Durham, N.C. 

Work Performed 

Financial: 

1. Concur- super user for Ob-Gyn. Ensure and approve all expenses for Ob-Gyn Faculty/APP/Staff. Review and Approve all corporate card expenses for Faculty/Staff while ensuring proper fund codes and expense documentation. 

2. FAM – super user for Ob-Gyn. Ensure the division administrators 

reconcile division and discretionary codes. 

3. Manage yearly Allocation for Faculty/Fellow/Residents and APPs. 

4. Oversite of Qualtrics travel requests for Ob-Gyn including Faculty/Fellows/Residents & Staff- ensure all request are approved by Division Chief/Chair/PI and adequate funds are available for request. 

5. Deposits- Ensure all deposits are taken to the appropriate location (Bursars/OSP/Gift Records) and funds are credited to the correct fund codes. 

6. Prepare invoices for AHEC (NC Area Health Education Centers) for coverage provided at Warren/Person County Health Department. 

7. Expense Approval Forms and process. Ensure proper authorization and funding support for all expenses within the Department. 

8. Prepare schedule for DRH L&D Call pay & serve as backup for preparing MFM call pay reconciliation. 

Administrative: 

1. Provide administrative support to Chief Administrative Office, SOM/ Sr. Business Manager and back up for Chair for Ob-Gyn. This includes scheduling and coordinate meetings. 

2. Assist in the management of the Charis office for OB/GYN. 

3. Oversite of scheduling needs for the Faculty & Fellow call schedules at DRH L&D. This includes the scheduling of shadowing opportunities for Ob-Gyn Residents. 

4. Onboarding for New Administrative staff for Department of Ob-Gyn within the various divisions. 

5. Prepare reports, charts and spreadsheets as needed for the Sr. Business manager and CAO. 

6. Qgenda – Enter all DRH L&D schedules. Serve as back -up to lead Department of OB/GYN Qgenda user. 

7. Email Medical Directors to submit their timesheet. Must be completed by the 15th of each month. 

Operations: 

1. Key Office Manager for the Department of Ob-Gyn 

2. OR Locker assignment for Ob-Gyn Faculty/Fellow/Resident. 

3. Badge access Chair/Business office Ob-gyn; Backup for the Department 

4. Oversite of Copiers within the OB/GYN Chair’s office. This includes ensuring that all supplies, repairs and quarterly maintenance is completed as needed. 

5. Special Projects- Event planning, assist with special projects within the divisions of the Department of OB/GYN 

6. Manage all IT needs (computer, printers, phones) within the OB/GYN Chairs office 

7. Submit Purchase Orders, Buy@Duke and AP Check Requests as needed

Minimum Qualifications

Education

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 OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. become familiar with general personnel practices, accounting and budgeting principles and coordination of major office 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.