Administrative Assistant - Emergency Medicine

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.

Duke Health Integrated Practice

Duke Health Integrated Practice comprises more than 110 primary and specialty outpatient clinics, extending the reach of Duke Health's mission across the state of North Carolina.

JOB LOCATION

Duke Emergency Medicine - 2401 Erwin Road

JOB SUMMARY

We are seeking an Administrative Assistant to perform administrative and secretarial duties of a complex and confidential nature in the Department of Emergency Medicine in service of reaching departmental goals and objectives; and maintaining efficiency in organizational operations. Provide direct and in-direct support to faculty and assigned department leadership.

JOB DUTIES AND RESPONSIBILITIES

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  Provide comprehensive administrative support to designated physician leaders and faculty in the Department of Emergency Medicine.

  
  
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  Manage incoming and outgoing communications (written and verbal), interfacing with various internal and external stakeholders; compose and edit correspondence.

  
  
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  Manage Outlook Calendar(s) for physician leaders and faculty; facilitate meeting requests for virtual and in-person meetings, maintain clinical schedules; and organize workflows to optimize efficiency and effectiveness of the physicians.

  
  
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  Serve as a liaison and primary interface with Emergency Medicine faculty and staff to triage issues and concerns appropriately; identify resources and facilitate solutions.

  
  
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  Responsible for travel arrangements and expense reimbursements. Manage and clear corporate card expenses through Employee Travel and Reimbursement. Utilize Buy@Duke to order office supplies and work with finance team to establish and utilize procurement processes to facilitate various purchases.

  
  
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  Utilize effective communication, critical thinking and problem-solving abilities to address challenges, find solutions and execute department plans and directives.

  
  
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  Assist in collecting data and materials for faculty and leadership meetings and presentations; leverage artificial intelligence tools to capture and distribute meeting minutes.

  
  
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  Create and maintain departmental and divisional records both digital and hardcopy which via Teams Channel(s), confidential files, webinar and meeting recordings, etc.

  
  
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  Partner with departmental leadership, faculty and staff for planning and execution of priorities; including department initiatives.

  
  
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  Demonstrate and maintain a high level of organization, professionalism and teamwork.

  
  
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  Provide back-up support and coverage to the department administrative team.

  
  
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  Perform other related duties incidental to the work described herein.

  
  

JOB ELIGIBILITY REQUIREMENTS

• High school education or equivalent.
• Two years of administrative support experience of increasing variety and/or complexity.
• Proven experience in administrative support or related field.
• Excellent organizational skills and impeccable attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage and maintain confidential information.
• Proficiency in office management software and systems.
• Effectiveness in multi-tasking and navigating across a matrixed organizational structure.
• Demonstrates exceptional adaptability and flexibility.

JOB HOURS

The schedule for this position is day shifts, Monday-Friday, with no weekends or holidays.

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 provision for requests for reasonable accommodation will be provided by each hiring department.