General Description:  This position will provide contracting support for Clinical Contracting Services, a division of Network Services, by administering the established contracting process through its various stages from file creation to termination, and resolving within established division guidelines moderately complex (non-routine) administrative matters as they arise independently or with others. The Administrative Assistant is also responsible for performing varied secretarial activities for the office to assist the attorneys with routine office tasks and is critical to maintain efficient and effective operation of the division. 

Duties and Responsibilities:

1. Contract Processing from file creation to distribution within the established procedures
2. Reconcile financial transactions and manage employee reimbursements
3. Oversee contract delivery and pick-up as necessary, delivering contracts for signature by hand when needed.
4. Conducting factual research when needed to resolve an administrative problem.
5. Research budget variance and follow up to resolve issues.
6. Schedule and maintain calendar of appointments, conference calls and meetings
7. Prioritize and resolve external party inquiries and share information with appropriate attorney and/or with supervisor
8. Explain policy/procedures to other parties based on knowledge of entity and division guidelines.
9. Act as a liaison between the division and its internal and external customers assisting with information and responding to questions concerning department policies and procedures
10. Coordinate special projects as assigned
11. Assist with document creation and editing in Word, PowerPoint, Excel, Access and Presentation
12. Order and issue supplies as appropriate
13. File and retrieve records in accordance with established procedures and filing systems
14. Prepare and compose routing and general correspondence in accordance with established procedures
15. Screen, sort and distribute incoming and outgoing mail in accordance with division procedures
16. Perform other related duties incidental to the work described  and in support of CCS/NS as assigned

Education:    

High school education or equivalent.

Experience:   

Two years of administrative support experience of increasing variety and/or complexity.

Experience providing administrative support in a legal office is a plus.

Degrees, Licensure and/or Certification:   

N/A

Knowledge, Skills, and Ability:      

• Use of PC, word processing, presentation, spreadsheet, database software
• Strong oral and  written (email, correspondence) communication skills
• Create correspondence with appropriate content and formatting
• Basic understanding of purposes and goals of business contracts and related documents
• Thorough knowledge of department policies, procedures and goals
• Ability to develop and maintain excellent working relationships with colleagues, peers and customers

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.

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About Duke University Health System

As a world-class academic and health care system, Duke Health strives to transform medicine and health locally and globally through innovative scientific research, rapid translation of breakthrough discoveries, educating future clinical and scientific leaders, advocating and practicing evidence-based medicine to improve community health, and leading efforts to eliminate health inequalities.

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