Duke University Hospital

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at Duke University Hospital

Posted: 10/14/2019
Job Reference #: 1357846
Categories: Other/General

Job Description

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Duke Entity

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Job Description
Assist the Director of a major organization performing a variety of administrative duties with wide latitude for exercising discretion and judgment. Duties are related to the Director's role, research portfolio, and outside commitments. An understanding of corporate relations, global geography, culture, and issues is required. 
  • Receive and answer correspondence both in the name of the incumbent and in the name of the Director. Assist the Director in the timely management of all communications, both written and via telephone.
  • Maintain liaison with all Division and Departmental Administration, NIH, FDA, Industry Sponsor, Clinical Research Organizations, and internal / external research collaborators to coordinate and resolve problems and issues relative to academic and administrative matter of an internal and external nature.
  • Collect, organize, retrieve, and present information to the Director to support the academic research mission. Perform literature searches, download latest publication relevant to key subject matter which may be required for publication / presentation by the Direct. Assist Director with Power Point presentations and/or communication with editorial offices.
  • Maintain complex calendar for the Director. Arrange for and schedule appointments, meetings, and speaking engagements for the Director; supervise the preparation of materials for meetings. Coordinate travel arrangements for the Director, both national and international with consideration of necessary visa requirements.
  • Plan and coordinate visits to the organization by distinguished guests/ scientific collaborators, insuring appropriate administrators, are notified of visits; plan and coordinate related events as necessary.
  • Coordinate transition process for new staff joining the research program. Identify appropriate contacts in departments; ensure all aspects of such transitions (Phone, computer, pager, Maestro training, IRB, CITI training) proceed smoothly.
  • Manage documents including grants, contracts, research agreements, patent agreement, data-transfer agreement, material transfer agreements, confidential proprietary materials, confidentiality statements, manuscripts, articles, etc.; maintain confidential files.
  • Manage the Director's office; serves as a delegate to the Director for all administrative duties required to ensure the effectiveness of program and timely completion of actionable item to research staff. Assist in the development of policies and procedures as appropriate.


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Position Title


Job Family Level

Full Time / Part Time

Regular / Temporary

Department Name
Medicine - Gastroenterology

Minimum Qualifications
Duke University 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 essential job 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.


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.


Work generally requires four 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 AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE