Staff Assistant

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The Staff Assistant in the Nephrology Division of the Department of Medicine plays a vital role in supporting the Division's administrative operations, with a particular focus on MSRB2. You will ensure smooth day-to-day functioning by facilitating effective communication, promoting operational efficiency, and delivering high-quality administrative support to faculty, staff, and visitors.

Minimum Requirements:

Education/Training

• Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in administrative support or a related business field.

Experience

• Work generally requires three years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities. OR and equivalent combination of education and relevant experience.

Preferred Qualifications:

• experience providing academic support in a fast-paced environment, proactive problem-solving, and strong communication skills.

Other Requirements:

• Necessary licenses, registrations, certifications, equipment used, and general information (ex: on-call, standby, inclement weather)

This position is (insert options below).

• Hybrid - remote + on site blend

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Administrative Support

• Provide administrative assistance to Division faculty and staff, ensuring effective communication via email, phone, and in-person interactions. Address inquiries and resolve issues promptly and efficiently.
• Assist with HR-related processes and general administrative tasks for faculty, staff, and visitors. This includes but is not limited to onboarding activities, DukeCard and facility access requests, and data extraction and reporting to support operational needs.
• Maintain organized, up-to-date, accessible divisional records, reports, manuals, and correspondence. This includes but is not limited to maintaining laboratory contact lists and distribution groups.
• Screen and route mail and documents. Use sound judgment to determine appropriate responses or escalate items to the supervisor based on content and familiarity with divisional priorities.

Coordination & Operations

• Coordinate and manage the Division's weekly seminars and meetings, such as Journal Club and Nephrology Joint Lab Meetings. Responsibilities include scheduling, preparing agendas, attending meetings as needed, taking concise notes, tracking action items, compiling attendance, and ensuring timely follow-up.
• Implement and coordinate laboratory policies and procedures in collaboration with research faculty and staff. Address issues that impact laboratory functions and serve as a liaison with investigators, research personnel, and staff to resolve operational challenges and improve efficiencies.
• Review new directives, policies, and regulations and communicate relevant updates to appropriate personnel in a clear and timely manner.

Financial & Resource Management

• Monitor and maintain inventory of office and laboratory supplies, equipment, and software to ensure uninterrupted operations and efficient resource utilization. Place orders and track deliveries.
• Support financial administrative processes, including preparation and submission of purchase orders, AP check requests, reimbursements, and financial reports. Ensure compliance with institutional policies, maintain accurate documentation, and complete reconciliations promptly.

Miscellaneous

• Perform other related duties incidental to the work described herein.

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