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Posted: 18-Jan-25
Location: Durham, North Carolina
Internal Number: 253559
Duke Health Integrated Practice is an exceptional, multi-specialty physician practice encompassing 140 clinics across North Carolina. We attract and retain premier medical professionals with competitive compensation, benefits, and a nurturing work atmosphere that unites passion and purpose.
Learn more about us: https://dhip.dukehealth.org/about-us
JOB LOCATION
Duke South Clinics - 40 Duke Medicine Circle
JOB SUMMARY
We are seeking an Administrative Assistant in support of Department of Pathology faculty and leadership, regularly required to resolve moderately complex (non-routine) administrative matters independently and/or with others. Problem resolution typically includes research. Tasks are typically diverse and advanced.
JOB DUTIES AND RESPONSIBILITIES
- Independently prepare more complex documentation, reports, charts, graphs, and spreadsheets at designated intervals and as requested.
- Coordinate special projects.
- Research budget variance and follow up to resolve issues.
- Develop advanced presentation materials.
- Prioritize and resolve inquiries (phone, e-mail, in person).
- Schedule and maintain calendar of appointments, meetings and travel itineraries, and coordinate related arrangements.
- Act as a liaison between the department and external groups.
- Explain policy/procedures to other parties based on knowledge of the company and department guidelines.
- Collect, compile and analyze moderately complex data and information.
- Perform other related duties incidental to the work described herein.
Specific to Department of Pathology, duties include:
- Support clinical and research activities for a variety of specialties within Pathology:
- Prepare materials and create reports required for medical consultative conferences
- Order special stains, blocks required for further diagnosis on complex medical cases
- Send cases for consults
- Timely accession additional materials received from outside facilities for review and second opinions
- Manage pathologists' delayed case report and outstanding cases for all critical cases requiring provider follow up
- Request time sensitive materials from Duke and external sources for pathology consultation
- Provide consult status updates to the doctors, fellows and administrative team
- Create and maintain physical and electronic records of all consults
- Oversight of departmental loaner program (medical materials)
- Schedule and maintenance of complex faculty, academic and clinical calendars for group of approximately 10 faculty
- Independently plan and coordinate work to ensure day-to-day operational needs are met effectively.
- Plan and coordinate meetings, events, conferences or arrangements for speaking engagements; order food, supplies, equipment, etc.
- Attend division meetings or other meetings and record minutes as requested
- Coordinate outlook and Qgenda calendars; review regularly for any discrepancies
- Monitor Qgenda provider schedules; submit schedule changes to administrator and ensure consistent accuracy and minimize any scheduling errors
- Manage department academic funds
- Update/maintain CVs and biosketches for faculty
- Create, request, prepare materials for teaching, seminars, and conferences (create educational/informational materials, packets/handouts, certificates, sign-in sheets, etc.) and compile and coordinate follow-up data collection i.e. surveys/evaluations
- Create presentations for meetings, conferences, seminars
- Assist faculty with publications, obtaining research articles, and resources
- Advertise pathology courses and events
- Triage and respond to requests/queries for information
- Provide status updates to the doctors and fellows on various projects
- Coordinate various projects of financial, research or administrative nature; create/maintain files, databases, reports.
- Coordinate travel; organize and submit travel expense reports for reimbursements.
- Prepare and/or edit reports, proposals, and correspondence on behalf of doctors.
- Reserve conference rooms, meeting spaces.
- Provide general support to visitors.
- Maintain office supplies.
- Act as the point of contact for internal and external clients.
- Maintain contact lists.
- Coordinate repairs to office equipment.
- Receive, sort and deliver mail.
- Provide backup support to other clinical administrative staff as "float".
- Staff assistant "float" - can cover all specialties (I will list out all duties)
- Contacts E&O, EVS, Duke Surplus, Maintenance
- Coordinates office furniture delivery, office moves
- Sets up offices for new faculty (furniture, space, makes sure desk, walls, carpet are clean, presentable, etc.)
- Records all new faculty info on spreadsheet
- Maintain org charts
- Manages/requests keys
- Microscope inventory and maintenance scheduling (primary and/or backup)
- Other administrative support functions relative to those listed above.
JOB ELIGIBILITY REQUIREMENTS
- High school education or equivalent.
- Two years of administrative support experience of increasing variety and/or complexity.
JOB HOURS
The schedule for this position is day shifts, Monday-Friday, with no weekends or holidays.
Some roles within our organization may encompass essential job functions requiring distinct physical and/or mental capabilities. Further details and accommodation requests will be addressed by individual hiring departments.
Duke Health Integrated Practice is dedicated to Equal Opportunity Employment, fostering a diverse workforce without regard to age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
We aspire to build a community grounded in collaboration, innovation, creativity, and belonging. Our shared achievements rely on a dynamic exchange of ideas, flourishing best when a multitude of perspectives, backgrounds, and experiences thrive. Upholding these values is a collective responsibility within our community.
This job description aims to outline representative responsibilities for this title, not an exhaustive account of specific duties. Employees may be assigned job-related tasks beyond those explicitly outlined here.
