Administrative Assistant I Jobs

This position requires knowledge of basic grammar, mathematical, and clerical principles with a high school diploma or associate degree and a minimal of two years of clerical/office support experience to become familiar with accepted office organization, inventory management, accounting, data entry and communications practices OR an equivalent combination of relevant education and/or experience. Experience with Microsoft Outlook using calendars and setting up meetings along with a general understanding and ability to use Microsoft Word, Microsoft Excel, and other Microsoft products is required. Administrative support experience of increasing variety and/or complexity is appreciated.

General Tasks and Responsibilities:

Perform duties to ensure accurate, productive, cost effective, and timely completion of general office procedures. Responsibilities include, but are not limited to the following:

• Customer support and clinical operations:

  • Provide telephone and email support for clients in relation to the clinical laboratory testing and other activities, e.g. responding to requests for test results. The administrative assistant is expected to be conversant with the terms, tests, and sample requirements associated with the laboratory operations and recognize errors in the usage of these terms. A knowledge of general medical language is a plus.

  • Monitor, retrieve, and respond to voice mail for the office.

  • Shipping: Assist with the shipment of samples and supplies (e.g. testing kits) by commercial couriers.

  • Patient chart preparation and maintenance: e.g. scanning and data entry of clinical test orders and results into the LIMS, prepare and verify report information, fax and email reports to clients.

  • Assist with the maintenance and display of lab certifications and licenses.

• Surplus: Create pick up requests and schedule removal of items.
• Run LIMS and financial reports on laboratory operations.
• Place orders for miscellaneous laboratory and office supplies;
• Enter reimbursements requests in Concur as authorized.
• Provide telephone and email support for clients in relation to the clinical laboratory testing and other activities, e.g. responding to requests for test results. The administrative assistant is expected to be conversant with the terms, tests, and sample requirements associated with the laboratory operations and recognize errors in the usage of these terms. A knowledge of general medical language is a plus.
• Shipping: Assist with the shipment of samples and supplies (e.g. testing kits) by commercial couriers.
• Mail maintenance: e.g., daily pickup and delivery, redirection, forward necessary mail to the appropriate recipient, and coordinating shipment of samples to external laboratories if needed
• Patient chart preparation and maintenance: e.g. scanning and data entry of clinical test orders and results into the LIMS, prepare and verify report information, fax and email reports to clients.
• Maintain an inventory of general supplies for the laboratory operation, e.g. monitor paper and toner levels for copiers, printers, and fax machine; perform inventory counts; inventory supply order filling.
• Maintenance of ordering records, including daily reconciliation and filing of goods receipts/packing slips and invoices for purchased supplies in an orderly manner;

• General office and operation support duties:

  • Document maintenance: e.g., procedure manuals, flow charts, laboratory charts, memoranda, staff meeting notes, correspondence, etc. requiring familiarity with the appropriate software packages, including Microsoft Office (Microsoft Word, Excel, Access, Email, PowerPoint).

  • Contract maintenance and vendor correspondence: e.g. vendor contracts and equipment lease, building maintenance support.

  • Purchasing duties:

    • Place orders for miscellaneous laboratory and office supplies;

    • Maintenance of ordering records, including daily reconciliation and filing of goods receipts/packing slips and invoices for purchased supplies in an orderly manner;

    • Maintain an inventory of general supplies for the laboratory operation, e.g. monitor paper and toner levels for copiers, printers, and fax machine; perform inventory counts; inventory supply order filling.

  • Oversee the maintenance and upkeep of office equipment (e.g. fax, copier), including reporting and coordinating repairs and replacements.

  • Surplus: Create pick up requests and schedule removal of items.

  • Housekeeping: Help maintain cleanliness of main office, work room, copiers, fax, and printer in main office.

  • Mail maintenance: e.g., daily pickup and delivery, redirection, forward necessary mail to the appropriate recipient, and coordinating shipment of samples to external laboratories if needed

• Contract maintenance and vendor correspondence: e.g. vendor contracts and equipment lease, building maintenance support.
• Monitor, retrieve, and respond to voice mail for the office.
• Coordination of individual schedules: Maintain calendar, appointments, calendar invites, interviews, meetings, tours, and calls as requested.
• Correspondence: Provide support on communications as needed for lab directors, manager, and lab fellows.
• Housekeeping: Help maintain cleanliness of main office, work room, copiers, fax, and printer in main office.
• Payroll duties: Schedule data entry using API, special time cards, and gross adjustment forms.

• Purchasing duties:

  • Place orders for miscellaneous laboratory and office supplies;

  • Maintenance of ordering records, including daily reconciliation and filing of goods receipts/packing slips and invoices for purchased supplies in an orderly manner;

  • Maintain an inventory of general supplies for the laboratory operation, e.g. monitor paper and toner levels for copiers, printers, and fax machine; perform inventory counts; inventory supply order filling.

• Assist manager with personnel duties:

  • Payroll duties: Schedule data entry using API, special time cards, and gross adjustment forms.

  • Maintain personnel files: e.g. PTO documentation, leave forms, hiring and termination forms, personnel calendars, personnel files. Scanning and saving documents to employee electronic files.

  • Responsible for the pickup and delivery of confidential and/or critical materials for laboratory personnel.

  • Enter reimbursements requests in Concur as authorized.

• Maintain personnel files: e.g. PTO documentation, leave forms, hiring and termination forms, personnel calendars, personnel files. Scanning and saving documents to employee electronic files.
• Responsible for the pickup and delivery of confidential and/or critical materials for laboratory personnel.
• Document maintenance: e.g., procedure manuals, flow charts, laboratory charts, memoranda, staff meeting notes, correspondence, etc. requiring familiarity with the appropriate software packages, including Microsoft Office (Microsoft Word, Excel, Access, Email, PowerPoint).
• Assist with the maintenance and display of lab certifications and licenses.

• Assist the manager, laboratory directors, and lab fellows:

  • Coordination of individual schedules: Maintain calendar, appointments, calendar invites, interviews, meetings, tours, and calls as requested.

  • Correspondence: Provide support on communications as needed for lab directors, manager, and lab fellows.

  • Coordination of lab meetings and social events.

  • Run LIMS and financial reports on laboratory operations.

• Oversee the maintenance and upkeep of office equipment (e.g. fax, copier), including reporting and coordinating repairs and replacements.
• Coordination of lab meetings and social events.

• Attend required safety training classes for DUHS employees.
• Adhere to policies and procedures as established in the Clinical Biochemical Genetics and DUHS.

• 
  Comply with quality assurance programs and regulatory agency requirements. Responsibilities include:

  • Attend required safety training classes for DUHS employees.

  • Adhere to policies and procedures as established in the Clinical Biochemical Genetics and DUHS.

• Detect any problems that interfere with office work flow and production of material needed.

• 
  Recognize problems and initiate appropriate action for resolution.

  • Detect any problems that interfere with office work flow and production of material needed.

  • Initiate appropriate actions to correct such problems.

• Initiate appropriate actions to correct such problems.

• Perform reception activities including promptly greeting visitors, courteously answering the telephone, interviewing callers and making the proper referrals, and responding to inquiries for Clinical Biochemical Genetics and Staff.

• 
  Teach and communicate effectively and courteously with staff, peers, medical personnel, and students.

  • Perform reception activities including promptly greeting visitors, courteously answering the telephone, interviewing callers and making the proper referrals, and responding to inquiries for Clinical Biochemical Genetics and Staff.

• Take responsibility for working as an effective member of the team.
• Participate on a project or committee of choice.

• 
  Participate in activities designed to create a Positive Work Culture.

  • Take responsibility for working as an effective member of the team.

  • Participate on a project or committee of choice.

• Perform work in a fiscally responsible manner without wasting or misusing supplies. Follow the “Availability for Work Guidelines”.

• 
  The Administrative Assistant provides help and backup to the Clinical Technician as needed.

  • Work closely with the Clinical Technician and provide coverage of essential pre-analytical and post-analytical processes performed by the Clinical Technician

• Work closely with the Clinical Technician and provide coverage of essential pre-analytical and post-analytical processes performed by the Clinical Technician

Minimum Qualifications

Education

High school education or equivalent.

Experience

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

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.