OCCUPATIONAL SUMMARY Administrative Assistant I, Biological Safety Division Primary Purpose of Organizationa l Unit: The Occupational and Environmental Safety Office (OESO) provides the focus for the administration of all safety programs to Duke University, Duke University Medical Center, and Duke University Health System.
OESO has the responsibility for developing institutional safety plans and policies; providing information and training to meet all regulatory requirements; providing technical consultation and guidance; conducting exposure and risk assessments; conducting safety audits; monitoring compliance with all safety policies; and investigating accidents, injuries, and reported unsafe conditions.
Primary Purpose of Position: This position provides clerical and administrative support for activities and programs associated with the Biological Safety Division and the Laboratory Safety Division, and reports to the Director, Biological Safety Division.
This position also provides administrative and clerical staff support for the Duke Institutional Biosafety Committee (IBC), Duke Institutional Biosafety Review Committee (IBRC), and the Duke Select Agent Program to facilitate regulatory compliance.
Duties and Responsibilities: In addition to tasks outlined in the Administrative Clerk position description, examples of work at this level may typically include some combination of the following: Develop and maintain appropriate information systems in support of the IBC/IBRC, including committee files of protocols, minutes, correspondences, and required reports.
Prepare and send committee correspondence regarding meeting results, incomplete modifications, or protocol termination or renewal dates.
Arrange and prepare for IBC meetings and arrange for copying and distribution of meeting materials.
Take notes at IBC committee meetings, prepare committee responses to investigators, and prepare official reports to send to NIH annually.
Perform data entry, database management, report generation/dissemination and documentation for regulatory compliance for the Biological Safety Division.
Schedule meeting and audits for the Biological Safety Division and Laboratory Safety Division, and prepare appropriate audit materials.
Assist with performing administrative tasks containing sensitive information in a confidential manner; assist the Responsible Official/Alternative Responsible Official(s) with communicating, tracking and taking actions on personnel enrollment, renewals and removals from the Duke Select Agent Program.
Communicate Biological Safety and Laboratory Safety responses to safety issues including IBC registrations and committee decisions or requests.
Perform clerical duties as needed (copying, scanning, answering phones, transferring questions to appropriate personnel in Biological Safety, OESO, or other hospital departments, and coordinates both divisions’ office supply needs).
Operates office equipment to include fax machine, copier, scanner, printer, and computer.
Perform other duties as required.
Minimum Qualifications Knowledge, Skills and Abilities Education/Training Work requires knowledge of basic grammar, mathematical and clerical principles normally acquired through a high school education.
Prefer course work in post-secondary education in secretarial science or related business field.
Experience Work generally requires two years of related secretarial/clerical experience to become familiar with accepted organization and communication practices.
Skills Excellent communication skills both oral and written Excellent customer service skills Telephone protocol Office procedures Correspondence A typing speed of 50 corrected words per minute is required.
Must have a working knowledge of Microsoft Office Suite products to include Microsoft Outlook, Word, Excel and PowerPoint.
Ability to move or lift at least twenty five pounds Degrees, Licensures, Certifications Must have a valid driver’s license.
Duke University 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 essential job 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.