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ADMINISTRATIVE ASSISTANT

Company: Duke Health
Location: Durham
Posted on: March 28, 2020

Job Description:

REPORTS TO: Director, Pla PURPOSE: In support of a department or group of professionals, regularly required to resolve moderately complex (non-routine) administrative problems independently or with others. Problem resolution may include research. Tasks are typically diverse and advanced.

Job Responsibilities:

  • Maintain positive relationships and up to date contacts with internal and external executives to coordinate and accomplish planning objectives to ensure cooperative efforts are enhanced, and available resources are utilized to meet goals and work plans.
  • Coordinate with leadership offices across Duke Health. Coordinate and administer retreats, major meeting, and teleconference activity for planning initiatives, ensuring that attendees are available and that the meeting or teleconferencing space is available and set-up prior to conferencing time.
  • Make recommendations for solutions to identified problems or areas of improvement. Provide administrative assistance to departmental staff within Strategic Planning to support the accomplishment of program goals and objectives. Work with outside consultants regarding meetings with the Strategic Planning team and other senior leader offices across Duke Health.
  • Support Certificate of Need functions to include support preparation of applications for state submission, maintaining the CON database, tracking CON progress reports and contacting various internal stakeholders to receive updates for CON applications.
  • Answer telephone; greet callers and assist them with general problems or complaints; answer questions concerning department policies and procedures; act as office receptionist.
  • Schedule or arrange activities effectively; make and confirm travel arrangements as necessary; make appointments within prescribed schedule.
  • File and retrieve records in accordance with established procedures and filing systems; research lost or missing records in accordance with established procedures; verify information against existing records; post information to records or ledgers.
  • Match records against source documents to verify accuracy of records and compliance with rules and procedures of appropriate system; resolve discrepancies in records by contacting appropriate office to obtain information on source of discrepancy and following through on changing any errors in documentation.
  • Review, verify and evaluate various records and reports in accordance with procedures; identify and resolve discrepancies, contacting appropriate source of information; maintain various accounting and budgetary records; review and reconcile transactions and initiate accounting documents in accordance with standard procedure.
  • Order and issue supplies as appropriate.
  • Screen, sort and distribute incoming and outgoing mail and documents; respond to or process mail or documents in accordance with departmental procedures.
  • Perform routine clerical and typing tasks involved in processing varied office materials such as form letters, requisitions, memoranda, and reports or summaries.
  • Prepare and/or compose routine and general correspondence in accordance with established procedures.
  • Independently prepare more complex documentation, reports, charts, graphs, and spreadsheets at designate intervals and as requested.
  • Coordinate special projects.
  • Research budget variance and follow up to resolve issues.
  • Develop advanced presentation materials.
  • Prioritize and resolve inquiries (phone, e-mail, in person).
  • Schedule and maintain calendar of appointments, meetings and travel itineraries, and coordinate related arrangements.
  • Act as a liaison between the department and external groups.
  • Explain policy/procedures to other parties based on knowledge of the company and department guidelines.
  • Collect, compile and analyze moderately complex data and information.
  • Responsible for supporting Directors busy calendars, as well as coordinating with internal and external constituents Services to support the accomplishment of program objectives.
  • Coordinate mail, telephones, faxes, copies, etc.
  • Maintain files and filing, including sensitive and confidential information.
  • Provide cross-coverage support for other administrative personnel on team.
  • Perform other related duties incidental to work described herein.
    Knowledge, Skills and Abilities:
    • Advanced level of proficiency in Microsoft Office applications: Word, Excel, PowerPoint, Outlook, and web applications.
    • Ability to manage multiple tasks and manage complex calendars.
    • Knowledge of department policies, procedures and goals.
    • Effective verbal and written communication skills, highly organized with attention to detail, and strong interpersonal skills.
    • Willingness and ability to work as part of a team to complete tasks.
    • Ability to professionally interact with, and work with Executives, Physicians and staff members.

      Minimum Qualifications

      Education High school education or equivalent.

      Experience
      Two years of administrative support experience of increasing variety and/or complexity. DUHS experience strongly preferred.

      Degrees, Licensures, Certifications
      N/A ( Must maintain compliance with all mandatory DUHS policies, training, and health/safety requirements.)

      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.

Keywords: Duke Health, Durham , ADMINISTRATIVE ASSISTANT, Administration, Clerical , Durham, North Carolina

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