Duke University Hospital

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STAFF ASST/OFFICE MANAGER

at Duke University Hospital

Posted: 8/9/2019
Job Reference #: 1355581

Job Description

Auto req ID
110696BR

Duke Entity
MEDICAL CENTER

Job Code
476 STAFF ASST

Job Description
Occupational Summary

Perform responsible administrative and secretarial duties of a complex and confidential nature in support of major departmental or divisional activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations.

Work Performed
 
  • Supervise, advise and direct secretarial, clerical or other personnel in the department or division; make work assignments and review work for accuracy and completeness.
  • Recommend various personnel actions including, but not limited to, hiring, performance appraisals, promotions, transfers and vacation schedules.
  • Manage day-to-day office operations related to office upgrades, repairs, lease agreements, utilities, service, cleaning and other contracts, and office equipment repairs and supplies.
  • Ensure an orderly and efficient workplace for all office and off-site locations.
  • Develop innovative ways to increase productivity and efficiency and maintain or reduce operating costs relative to department workload.
  • Implement state of the art solutions.
  • Ensure consistent delivery of services and activities of administrative support staff, especially at interaction with external departments, vendors and internal department staff.
  • 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 department or division head.
  • Control and maintain divisional or departmental files of records, reports and correspondence required for reference and efficient operation of division or department; insure maintenance of up-to to-date management and procedural manuals, directives and related records.
  • Assist in the preparation of complex and diversified departmental or divisional budgets making recommendations and projections based on knowledge of program activities and departmental operations; inform staff members of financial status of various projects.
  • Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations; determine which correspondence to respond to or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities.
  • Review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor.
  • SAP experience preferred.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified

Location
Durham

Requisition Number
401565783

Position Title
STAFF ASST/OFFICE MANAGER

Shift
First/Day

Job Family Level
09

Full Time / Part Time
FULL TIME

Regular / Temporary
Regular

Department Name
Facilities Plan, Design & Cons

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.

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 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