Administrative Assistant-Doctor Of Physicial Therapy

Duke Health | Durham, NC, United States

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Posted Date 11/11/2022
Description 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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

ADMINISTRATIVE ASSISTANT, Doctorate of Physical Therapy Program, Duke Orthopedic Surgery

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

  • Receive and answer correspondence both in the name of the incumbent and in the name of the Chief. Assist the Chief in the timely management of all communications, both written and via telephone.
  • Maintain liaison with all levels of administration and faculty, including the Chief, Division Directors and Operations Manager, to coordinate and resolve problems and issues relative to academic and administrative matters of a n internal and external nature.
  • Interpret new directives, policies and regulations and inform appropriate personnel of changes; with guidance from the Division Chief and/or Operations Manager
  • Collect, analyze, and present information and recommendations to the Chief. Develop PowerPoint and other forms of presentations for the Chief.
  • 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.
  • Assist with requesting, collating and collection of CAPTE accreditation required information in conjunction with the Senior Program Coordinator of Curriculum.
  • Maintain complex calendar for the Chief. Arrange for and schedule appointments, meetings, and speaking engagements for the Chief; supervise the preparation of materials for meetings. Coordinate travel arrangements for the Chief.
  • Assist with calendar and meeting scheduling of Division Program Director.
  • Prepare student reimbursement forms for submission to Division Financial Analyst for processing.
  • Assist with maintenance request via E&O on-line portal and EVS coordination to ensure classrooms, educational spaces, and student spaces are in order.
  • 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-date management and procedural manuals, directives, and related records.
  • Coordinate recruitment and transition process for new faculty and staff joining the organization: identify appropriate contacts in departments; ensure all aspects of such transitions (appointments, grant transfers, office space, etc..) proceed smoothly.
  • 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.
  • Compile data and statistics; prepare complex reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data.
  • Control and maintain records of departmental or divisional contract and budget expenditures informing appropriate staff members of financial status of various projects and/or in matters of significant financial impact. Identify and manage potential vendors and review qualifications of each.
  • Assist and advise department or division head and staff members on administrative problems. Compile reports and analyses setting forth progress, adverse trends and appropriate recommendations or conclusions. Support business operations and strategic planning with analysis and recommendations based on data.
  • Regularly be onsite daily (onsite full-time unless otherwise approved by manager) to assist and accommodate educational and office duty requests of teaching faculty.
  • Request, collate and contribute to the CAPTE accreditation process per coordination of the Senior Program Coordinator of Curriculum.

Event Coordination:

  • Provide event coordination and planning for the division. Plan and coordinate all catering within the division using event planning forms. Provide support to event faculty and speakers. Prepare event programs, RSVP lists, space arrangements, audio-visual, on-site management, vendor coordination.
  • Schedule and coordinate arrangements for seminars and conferences and establish appointments, meetings and speaking engagements; attend meetings to provide information and serve as are source person; interview callers; answer questions concerning departmental or divisional activities and transmit instructions and/or information to and from staff members; serve as liaison with administrative personnel and external agencies concerning University policies and procedures, grant administration and budgetary preparation and control.
  • Plan and coordinate visits to the organization by distinguished guests, ensuring appropriate officials and administrators are notified of visits; plan and coordinate related events, as necessary.

Minimum Qualifications


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.


Work generally requires four years of related secretarial/clerical 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

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.

Duke 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 essentialjob 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.

Administration | Healthcare & Public Health

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