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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Job Summary

Perform responsible administrative and service-related duties in support of major divisional activities to relieve supervisor of varied clerical and administrative responsibilities to maintain efficiency in organizational operations in fast-paced professional office of divisional administration and division Chief.

Office Duties 40%

Contribute to the professional, efficient operation of the GI Administrative and Clinical Administrative suites, coordination, maintenance and daily monitoring and administration of facilities, and assist staff with service requests.

• Manage and provide general reception services to the GI Administrative suite

• Manage purchases, storage and supply inventories
• Duke Engineering & Operations and housekeeping site contact
• Mail operations coordinator for the site
• Management of conference room calendars, onsite meetings and guests
• Manage and monitor shared office equipment and contracts
• Site door key, access and floor plan management
• Coordinate office moves to include managing furniture inventory needs, and IT needs
• Track and distribute parking validation tickets
• Other office administration and maintenance related tasks as needed

Administrative Duties 60%

Provide administrative support to the GI Division Faculty, APPs, Fellows, and Administration team including Special Assistant to Chief, Program Coordinator, Financial Management Analyst, Clinical Research Group, and Education Program Coordinator as assigned. Communicate and coordinate with coworkers at all levels to maintain efficient flow of assigned work.

• Expense reimbursement using Concur and accounts payable administration for the division to include follow up communications with faculty, staff and supervisor
• Use Buy@Duke to submit and manage purchase orders and receipts of technology and supplies
• Coordinate and schedule meetings and internal staff events
• Attend and assist in planning of various events to include social, conferences, fundraisers, professional, industry-sponsored training programs
• Assist with employee onboarding and offboarding
• Maintain divisional contact lists
• Provide general administrative support for GI administrative team, faculty and leadership as assigned
• Provide backup coverage to GI Administration team when needed
• Other administrative duties and projects as assigned

Minimum Qualifications

Education

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.

Experience

Work generally requires four years ofrelated 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.