Administrative Assistant - Pediatrics General Surgery

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 the Duke Health mission across the state of North Carolina.

JOB LOCATION

Department of Pediatrics General Surgery - HAFS 7th floor - 2301 Erwin Rd. Durham, North Carolina 27710

JOB SUMMARY

We are seeking an Administrative Assistant in support of a department or group of professionals, regularly required to resolve moderately complex (non-routine) administrative problems independently or with others. Problem resolution may include research. Tasks are typically diverse and advanced.

JOB DUTIES AND RESPONSIBILITIES

Answer telephone; greet callers and assist them with general problems or complaints; answer questions concerning department policies and procedures; act as office receptionist. Schedule or arrange activities effectively; make and confirm travel arrangements as necessary; make appointments within prescribed schedule. File and retrieve records in accordance with established procedures and filing systems; research lost or missing records in accordance with established procedures; verify information against existing records; post information to records or ledgers. Match records against source documents to verify accuracy of records and compliance with rules and procedures of appropriate system; resolve discrepancies in records by contacting appropriate office to obtain information on source of discrepancy and following through on changing any errors in documentation. Review, verify and evaluate various records and reports in accordance with procedures; identify and resolve discrepancies, contacting appropriate source of information; maintain various accounting and budgetary records; review and reconcile transactions and initiate accounting documents in accordance with standard procedure. Order and issue supplies as appropriate. Screen, sort and distribute incoming and outgoing mail and documents; respond to or process mail or documents in accordance with departmental procedures. Perform routine clerical and typing tasks involved in processing varied office materials such as form letters, requisitions, memoranda, and reports or summaries. Prepare and/or compose routine and general correspondence in accordance with established procedures. Independently prepare more complex documentation, reports, charts, graphs, and spreadsheets at designate intervals and as requested. Coordinate special projects. Research budget variance and follow up to resolve issues. Develop advanced presentation materials. Prioritize and resolve inquiries (phone, e-mail, in person). Schedule and maintain calendar of appointments, meetings and travel itineraries, and coordinate related arrangements. Act as a liaison between the department and external groups. Explain policy/procedures to other parties based on knowledge of the company and department guidelines. Collect, compile and analyze moderately complex data and information. 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.

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. #J-18808-Ljbffr Duke Clinical Research Institute