Administrative Assistant - DUHS

At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together.

This hybrid position will be onsite at least 2 days per week working in RTP @ Alexandria - 12 Moore Dr. Durham and Hock Plaza - Erwin Rd. Durham will also assist the onsite DHTS facilities department.

General Description Of The Job Class

Provide high-level administrative support to department or group of professionals. Apply knowledge and skills to resolve complex administrative problems independently or with others. Regularly required to resolve administrative problems independently. Manage all aspects of multiple senior-level leaders. Many departmental tasks are typically diverse, advanced and involve rapidly changing deadlines. This is a local area hybrid position that will also assist the onsite DHTS facilities department. The position requires at least 2 days per week onsite. There is also a requirement for periodic DHTS onsite attendance for volunteering, meetings, events, and training.

Duties And Responsibilities Of This Level

• Administrative Assistants working within DHTS are part of the Internal Support Team. They will have specific duties assigned to them but will be called upon to assist other admins when needed. In addition to tasks outlined in the Administrative Assistant description, examples of work at this level may typically include some combination of the following. Provide direction and prioritization standards for the screening of executive leaders' appointments using expert judgment and knowledge. Prepare agendas for DHTS team member's meetings in advance as requested. Schedule complex calendars and post room for in person meetings.
• Partner with other support staff on an ongoing basis to coordinate multiple demanding calendars, while ensuring that critical meetings are scheduled, and business objectives are met. Arrange catering/food if required and be prepared to be onsite for setup.
• Compose, proofread, or edit formal correspondence, memoranda, and short reports for internal or external circulations. Assemble attachments and corresponding material. Review outgoing material for completeness, dates, and signatures.
• Anticipate executives' needs and proactively bring together appropriate people and other resources to support the executive. .
• Independently develop advanced presentation materials; independently prepare complex documentation, reports, charts, graphs, and spreadsheets as requested. 
• Handle confidential information that would have an immediate negative impact on operations, other employees, performance, or value if shared beyond its intended audience. 
• Provide backup facilities support, replenish breakrooms, check and distribute mail, order supplies, manage badge access, handle janitorial and maintenance requests, oversee conference room approvals and cleanliness, and any special requests.
• May represent DHTS on internal or external committees. Back-up Administrative Assistants that are away to help ensure service lapses to supported personnel are avoided.
  
  

Required Qualifications At This Level

Education

High school education or equivalent with five years of administrative support experience of increasing variety, and complexity.

Two years of postsecondary education with three years of experience.

Or An Equivalent Combination Of Relevant Education And/Or Experience.

Degrees, Licensure, and/or Certification

N/A

Knowledge, Skills, And Abilities

• In-depth knowledge of department policies, procedures, and goals as well as administrative support in completing complex tasks.
• High knowledge and skill set of all parts of Microsoft Suite programs and other office tools. (Office, word, Excel, PowerPoint, etc.)
• Experience using SAP and submitting purchase orders.
• Capability to coordinate and handle very busy executive Outlook calendars.
• Experience in meeting material management and production of executive-level minutes.
• Ability to juggle multiple tasks and meet demanding deadlines. Must be self-direct and able to take initiative.
• Must be able to lift up to 40lbs.
  
  

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.