Staff Assistant

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.

The Staff Assistant in the Nephrology Division of the Department of Medicine plays a vital role in supporting the Division's administrative operations, with a particular focus on MSRB2. You will ensure smooth day-to-day functioning by facilitating effective communication, promoting operational efficiency, and delivering high-quality administrative support to faculty, staff, and visitors.

Minimum Requirements:

Education/Training

• Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in administrative support or a related business field.

Experience

• Work generally requires three 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 and equivalent combination of education and relevant experience.

Preferred Qualifications:

• experience providing academic support in a fast-paced environment, proactive problem-solving, and strong communication skills.

Other Requirements:

• Necessary licenses, registrations, certifications, equipment used, and general information (ex: on-call, standby, inclement weather)

This position is (insert options below).

• Hybrid - remote + on site blend

Be Bold.

Administrative Support

• Provide administrative assistance to Division faculty and staff, ensuring effective communication via email, phone, and in-person interactions. Address inquiries and resolve issues promptly and efficiently.
• Assist with HR-related processes and general administrative tasks for faculty, staff, and visitors. This includes but is not limited to onboarding activities, DukeCard and facility access requests, and data extraction and reporting to support operational needs.
• Maintain organized, up-to-date, accessible divisional records, reports, manuals, and correspondence. This includes but is not limited to maintaining laboratory contact lists and distribution groups.
• Screen and route mail and documents. Use sound judgment to determine appropriate responses or escalate items to the supervisor based on content and familiarity with divisional priorities.

Coordination & Operations

• Coordinate and manage the Division's weekly seminars and meetings, such as Journal Club and Nephrology Joint Lab Meetings. Responsibilities include scheduling, preparing agendas, attending meetings as needed, taking concise notes, tracking action items, compiling attendance, and ensuring timely follow-up.
• Implement and coordinate laboratory policies and procedures in collaboration with research faculty and staff. Address issues that impact laboratory functions and serve as a liaison with investigators, research personnel, and staff to resolve operational challenges and improve efficiencies.
• Review new directives, policies, and regulations and communicate relevant updates to appropriate personnel in a clear and timely manner.

Financial & Resource Management

• Monitor and maintain inventory of office and laboratory supplies, equipment, and software to ensure uninterrupted operations and efficient resource utilization. Place orders and track deliveries.
• Support financial administrative processes, including preparation and submission of purchase orders, AP check requests, reimbursements, and financial reports. Ensure compliance with institutional policies, maintain accurate documentation, and complete reconciliations promptly.

Miscellaneous

• Perform other related duties incidental to the work described herein.

Choose Duke.

Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $18.92 to USD $28.09. 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:

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: View email address on click.appcast.io; phone: View phone number on click.appcast.io).