Staff Assistant

Duke PA; Durham (NC); Hybrid; USD 44,000 - 65,000; Full time

Job summary

Duke University School of Medicine, Division of Pulmonary, Allergy and Critical Care Medicine, seeks an experienced administrative professional to resolve complex office functions and provide cross‑functional support. You will handle budgeting, reimbursements, procurement, and staff onboarding, contributing to a collaborative, high‑standard clinical and research environment.

Hybrid eligibility with NC residency required.

Qualifications

• Broad knowledge of administrative and accounting principles.
• Four years of related business or administrative experience.
• Equivalent combination of education and/or experience accepted.

Responsibilities

• Resolve complex administrative issues independently or with others.
• Oversee procurement process for division faculty and staff, including purchase requisitions, AP check requests, and corporate card transactions.
• Coordinate and submit annual CME applications for division conferences, gathering required information and meeting deadlines.
• Coordinate conference rooms, AV equipment, and video conference links for speakers.
• Onboard division staff, manage ID badges, building access, and computer purchases.
• Coordinate visiting observers (international and domestic) including sponsorship and access requirements.
• Provide Buy@Duke training for new staff and assist with account setup.
• Manage division office and research space across multiple buildings.
• Serve as trainer and resource for new administrative staff.

Skills

Problem solving

Independent work

Budget management

Education

Two years of post-secondary education in business

Job description

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.

Be You.

In support of the Division of Pulmonary, Allergy and Critical Care Medicine, you will apply your knowledge and skills to resolve complex administrative issues independently or cooperatively with others.

Education/Training

Minimum Requirements: Work requires a broad knowledge of administrative and accounting principles and practices normally acquired through two years of post-secondary education in a business-related field.

Experience

Work requires 4 years of related business or administrative experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

Or an equivalent combination of relevant education and/or experience.

Preferred Qualifications

Must be able to function independently with little supervision, while understanding when to seek advice or assistance. Must have good problem-solving skills.

This Position Is

• Hybrid eligible. The position is partially remote, and the employee must reside in North Carolina.

Be Bold.

• Interpret new directives, policies and regulations and inform appropriate personnel of changes; make decisions on specific operating problems and issue instructions in the name of the division head.
• Submit reimbursements for travel, keeping track of budgetary constraints and annual CME funds. Oversee procurement process for division faculty and staff, including purchase requisitions, AP check requests, and corporate card transactions, ensuring proper documentation and approvals, completion of forms required for sponsored research, and utilization of correct funding source(s).
• Manage problem invoices, following up with submitters for goods receipts and investigate delays in payment. Provide Buy@Duke training for new staff, assisting with setting up their accounts and troubleshooting issues.
• Coordinate and submit annual CME applications for multiple division conferences, gathering required information and meeting all deadlines. Secure conference rooms for weekly conferences and ensure AV equipment is set up and working for speakers. Distribute grand rounds schedules with speaker information and video conference links. Serve as liaison to keep all parties informed and up to date regarding conferences.
• Manage division office and research space, including occupants, key management, upfitting of space and furniture, overseeing general maintenance across multiple buildings.
• Oversee onboarding of new division staff, including ID badge management, building access, computer purchases, etc.
• Coordinate international and domestic visiting observers. Responsibilities include tracking and recording all required documentation and approvals, coordinating visit arrival dates, track and ensure appropriate sponsorship, obtain access/clearance to patient ore research areas, and ensure sponsor maintains responsibility for visitor at all times.
• Administrative support for special projects or new initiatives as directed by supervisor.
• Serve as trainer and resource for new administrative staff.

Choose Duke.

Anticipated Pay Range

Duke University provides an annual base salary range for this position as USD $21.20 to USD $31.24. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

Equal Opportunity Employer

Duke is an 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 (including pregnancy and pregnancy- related conditions), sexual orientation, or military 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 essential job functions that require specific physical and/or mental abilities. Additional information and reasonable accommodation(s) can be requested with Duke Access and Accommodations Services (email: [e-mail]; phone: [phone]).