Employment

  • Program Assistant

    POSITION: Program Assistant
    DEPARTMENT: Library Administration
    REPORTS TO: Associate Director for Administration

    The Medical Center Library & Archives' mission is to provide biomedical information for inquiry, discovery, and innovation. With a staff of about 20, the Library and Archives provide information resources and services for Duke Health faculty, staff, and students in support of research, education, and patient care. We are committed to building a diverse and inclusive workplace and strongly encourages applications from candidates of all races, genders, ages, ethnicities, cultural heritage or nationalities; religious or political beliefs; sexual orientations or gender identities; or socioeconomic, veteran or ability statuses.

    DESCRIPTION
    The Program Assistant is a proactive and service-oriented member of the Medical Center Library & Archives team who contributes to projects across library departments as well as takes ownership of many administrative functions. The Program Assistant works closely with the Associate Director for Administration on human resources and accounting processes. The Program Assistant also provides support for Library & Archives meetings, communications, and events.

    Administrative Support

    • Provide general office support for Library Administration, including responding to phone inquiries, distributing mail, drafting correspondence, and assisting with scheduling for the Associate Dean
    • Maintain departmental records for institutional record-keeping
    • Prepare letters and other communications, such as gift acknowledgements
    • Manage correspondence, scheduling, membership, and minutes for quarterly Library and Archives Advisory Committee
    • Maintain and order office supplies
    • Run department errands as needed

    Communications, Meetings, and Events

    • Assist with layout of digital and paper communications, such as Annual Snapshot and brochures
    • Coordinate announcements/marketing screens within the library
    • Create signs as needed
    • Coordinate and manage all behind scene actions (e.g., identifying dates, contacting outside attendees or speakers, catering, and supplies) necessary for the quarterly Advisory Committee, and annual retreats and other programs
    • Assist with scheduling for recurring and other library meetings and events

    Accounting

    • Process all travel reimbursements, non-travel reimbursements, A/P check requests, invoice payments, deposit forms, for approximately 20 department staff
    • Manage all monthly and quarterly billing for interlibrary loan requests
    • Handle checks for deposit, late collections, and recording in the appropriate fund codes of all receivable
    • Manage petty cash and department discretionary funds
    • Serve as backup for JV transfers
    • Use proper accounting codes for department financial items, changes, errors or omissions expenses

    Payroll and Human Resources Support

    • Responsible for all department payroll record keeping, reports, changes, and monitoring functions (nonexempt and exempt) timecards, leave balances, leave request, etc. required of department
    • Coordinate iforms for hiring, transfers and terminations for department employees
    • Coordinate payroll audit/review time and pay documents for accuracy and appropriateness
    • Support personnel recruitment, such as acknowledging receipt of applications, scheduling telephone and onsite interviews, reservations for interviewing candidates
    • Assist with onboarding and termination of employees, such as departmental paperwork, keys, badges

    Facilities

    • Receive and approve conference room reservation requests
    • Manage key inventories
    • Field requests regarding building and equipment maintenance requests

    QUALIFICATIONS

    Required

    Education/Training: 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.

    Experience: Work generally requires four 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 an equivalent combination of relevant education and/or experience.

    Preferred

    • Bachelor's Degree
    • Working knowledge of Microsoft Office suite, including Excel, Word, Powerpoint, Outlook, and Teams
    • Familiarity with SAP and/or Duke accounting systems
    • Must be dependable, detail-oriented, organized, able to work independently, computer adept, have excellent interpersonal and communication skills, and the ability and willingness to learn and use new technology and tasks
    • Must be able to work in a collaborative team-oriented environment, meet deadlines for assignments, manage multiple priorities, be proactive, and possess effective problem solving skills

    TO APPLY

    If you are interested in this position, but uncertain that you have the right skills or experience, please contact Victor Gordon.

    All applicants are encouraged to submit a cover letter of statement of interest in the application system.

    Complete the online application on the Duke Careers Website for requisition ID #137868

Our Commitment to Diversity and Inclusion

Medical Center Library & Archives

Recognizing that diversity sparks creativity and enhances innovation, the Duke Medical Center Library & Archives is committed to advancing diversity, inclusion, and equity throughout our organization. We strive to establish a climate that welcomes and affirms the contributions of all our staff and the Duke community.

This is ongoing work: we commit our organization and ourselves to diversity, inclusion, and equity - values that make us a better, more effective library. Through continued dedication to these values, we seek to sustain a welcoming community that fosters inquiry, discovery, and innovation.

Duke University Community

Because diversity is essential to fulfilling the university's mission, Duke is committed to building an inclusive and diverse university community. Every student, faculty, and staff member - whatever their race, gender, age, ethnicity, cultural heritage or nationality; religious or political beliefs; sexual orientation or gender identity; or socioeconomic, veteran or ability status - has the right to inclusion, respect, agency and voice in the Duke community. Further, all members of the University community have a responsibility to uphold these values and actively foster full participation in university life.

About the Medical Center Community

The Medical Center Library & Archives provides biomedical information for inquiry, discovery, and innovation. We are active partners in clinical, research, and educational initiatives within Duke Health. We collaborate with other libraries at Duke University and with our consortial partners in the Triangle Research Libraries Network. Our extensive electronic, print, and archival collections support the faculty, staff, and students from the School of Medicine, School of Nursing, and the Duke University Health System.

The 2020 US News & World Report ranked Duke's School of Medicine (#13) in Best Medical Schools: Research; School of Nursing DNP Program (#2); School of Nursing Master's Program (#2); Physician Assistant Programs (#1); and Physical Therapy Programs (#10). Duke University Hospital was #19 on the 2018-19 U.S. News Best Hospitals Honor Roll and was nationally ranked in 11 Adult Specialties and 9 Children's Specialties.

Duke University is located in the Research Triangle of North Carolina, an area rich in educational, cultural, and recreational opportunities. The Triangle, named for the three cities of Durham, Chapel Hill, and Raleigh, is the home of several institutions of higher education (The University of North Carolina at Chapel Hill, North Carolina State University, and North Carolina Central University) and the Research Triangle Park, internationally recognized as a center for cutting-edge research and development. The Blue Ridge Mountains and the Atlantic Coast beaches are also within an easy drive of the Piedmont.