Duke University STAFF ASSISTANT, MASTER OF BioMEDICAL SCIENCES DEGREE PROGRAM in Durham, North Carolina

102834BR

Auto req ID:

102834BR

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 the Master of Medical Sciences degree program to relieve the Program Directors’ of varied clerical and administrative responsibilities, to support course directors and faculty in instructional program coordination and delivery, and to maintain efficiency in organizational operations.

Work Performed

Administrative duties

  • Work directly with the Program Directors and School of Medicine administration on all activities associated with the master’s program to establish and maintain program standards and compliance.

  • Develop and maintain close affiliations with other programs, departments, and offices at Duke (including Office of the Registrar, Financial Aid, Bursar, Student Information Services and Systems, the University Libraries, Medical Center and Campus Bookstores) to coordinate program business and to accomplish program objectives

  • Implement paperless records system under supervision of Program Director and in collaboration with appropriate information technology personnel.

  • Control and maintain program files, records, reports and correspondence required for reference and for efficient operation of the program; insure maintenance of up-to-date management and procedural manuals, academic bulletin information, directives and related records.

  • Schedule and coordinate arrangements for program meetings, seminars, courses and conferences; establish appointments, meetings and speaking engagements; attend meetings as needed to provide information, record proceedings, and to serve as a resource person.

  • Serve as first point of contact for program applicants and students seeking information about the program and as receptionist for program offices; interview callers; answer questions concerning program activities; serve as liaison with administrative personnel and staff; and transmit instructions and/or information to and from staff, students, faculty, and applicants.

  • Serve as liaison with administrative personnel and external agencies concerning University policies and procedures, grant administration and budgetary preparation and control.

  • Assist in the preparation of the program budget making recommendations and projections based on knowledge of program activities and institutional operations; inform program leadership of financial status of various program activities. Compile information related to the degree program for annual report, annual budget, and five-year pro forma.

  • 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 Program Directors.

  • 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 Program Directors’ attention based on content of communication and broad knowledge of institutional programs and activities.

  • Advise and direct program student personnel; make work assignments and review work for accuracy, timeliness, and completeness.

  • Compile data and statistics; prepare complex reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data.

  • 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.

  • As appropriate given program staffing, make recommendations for various personnel actions including, but not limited to, hiring, performance appraisals, and vacation schedules.

  • Coordinate with appropriate offices on student and faculty data collection and management; maintain program-specific records for students and administration including grades and payment records; compile and maintain alumni contact information

Student Recruitment, Admissions, Student Life duties

  • Correspond with prospective students, applicants and others seeking information on admissions and the academic program; develop and implement communication plans for responding to requests for information regarding the program and for triaging programmatic issues, concerns, etc. to the appropriate individuals.

  • Facilitate the student application and review process; receive and organize application materials for each applicant; circulate materials among the Admissions Committee members; prepare reports summarizing student information and committee decisions; maintain and archive files according to institutional policies.

  • Compose decision letters and follow-up communications with applicants; communicate awarded scholarships to the appropriate individuals.

  • Direct and organize student and visitor open houses, student orientation, graduation, and other special student events.

  • Research and draft student life materials on various topics including housing, student activities, and Durham-area orientation; meet with coordinators in other programs to gather information and recommendations; assist students in becoming acclimated to the Duke/Durham environment.

Instructional Support

  • Collaborate with course instructors and SOM scheduling office to develop course schedules and coordinate classroom assignments; plan, coordinate, and implement processes related to needed instructional facilities, instructional materials, network connectivity access, as well as textbook information and orders.

  • Develop and maintain web-based course sites (Blue Docs, Sakai) in conjunction with faculty, offices, and departments, including, but not limited to the Office of Information Technology (OIT), the Center for Instructional Technology (CIT), and the Medical Center Library.

Perform other related duties incidental to the work described herein.

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.

Preferred : experience in academic program administration and instructional support.

Skills:

  • Advanced knowledge of Microsoft Office, particularly Word and Excel. Experience with Access (or similar relational database software such as Filemaker Pro) and survey software (e.g. Survey Monkey, Qualtrics, REDCap) is highly desirable.

  • Ability to generalize educational and training experiences such as learning new software and institutional systems, to performance of position responsibilities.

  • Willingness and ability to work a flexible job schedule, with the possibility of some evening hours and weekends.

  • Ability to work well with and relate to others in a cooperative work environment.

  • Extremely organized with an orientation toward goals, results, and documentation.

Location:

Durham

Exempt/Non-Exempt:

Non-exempt

Requisition Number:

401455253

Position Title:

STAFF ASSISTANT, MASTER OF BioMEDICAL SCIENCES DEGREE PROGRAM

Shift:

First/Day

Job Family Level:

09

Full Time / Part Time:

FULL TIME

Regular / Temporary:

Regular

Department Name:

Office of Masters of MSc

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 principlesand practices normally acquired through two years of post-secondaryeducation in secretarial science or a related business field.

Experience

Work generally requires four years of related secretarial/clericalexperience to acquire skills necessary to administer complex officefunctions related to office management, communications, andbudgetary/accounting activities.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE