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.

Occupational Summary

The Office of Duke-NUS Affairs is seeking an experienced and detail-oriented Office Manager to oversee daily administrative operations in our office. The ideal candidate will manage varied clerical and administrative responsibilities and maintain efficiency in organizational operations. The Office Manager will be responsible for managing office supplies and equipment, organizing and maintaining records, and other general office duties, in addition to serving as the first point of contact for the office.

Work Performed

Departmental Support (70%)

• Monitor office operations, specifically with regards to technology, phones, printers. Screen and route office mail and general email and phone.
• Order office supplies and manage inventory, ensuring that all supplies are well-stocked and available as needed.
• Coordinate asset management, ensuring that all Duke-NUS assets are properly tracked and maintained.
• Submit building maintenance requests, follow-up with vendors, and ensure that issues are resolved in a timely manner.
• Coordinate maintenance and repair of office equipment, including printers and copiers.
• Maintain all office files, both hard and electronic copies. Maintain files on active projects as appropriate so all materials related to a specific project are kept in a location within the office that is easily accessible by all team members who may need access to them. Archive files as necessary.
• Safeguard all suite keys and departmental parking passes, ensuring that they are used responsibly and kept secure.
• Liaise with other offices and departments at Duke and Duke-NUS to coordinate business and to accomplish objectives; interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.
• Make recommendations to improve efficiencies and operations of the office including systems and technical needs. Communicate, implement, interpret, and revise internal policies and procedures as appropriate.

Program Support (20%)

• Assist Program Coordinator with logistics of events and guest visits hosted by the office. Print materials, assemble welcome packets, prepare gifts, and greet guests.
• Contribute to program delivery and event management by coordinating logistics such as transportation, vendor management, AV needs, and space reservations.
• Perform data entry and maintain database of all individuals affiliated with the office.

Staff Support (10%)

• Manage the Director’s calendar. Schedule appointments and meetings with various colleagues, staff, guests, and committees.
• Assist with meeting agenda preparation and have available supporting documents prior to meetings.
• Prepare and submit Director’s expenses related to memberships, travel, and reimbursements as needed. Clear monthly p-card transactions in a timely fashion.

Required Qualifications at this Level

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.