Duke University Hospital is consistently rated as one of the best in the United States and is known around the world for its outstanding care and groundbreaking research.
Duke University Hospital has 1,048 licensed inpatient beds and offers comprehensive diagnostic and therapeutic facilities, including a regional emergency/trauma center; a major surgery suite containing 65 operating rooms; an endo-surgery center; a separate hospital outpatient surgical department with nine operating rooms and an extensive diagnostic and interventional radiology area.
For 2021-2022, U.S. News and World Report ranked Duke University Hospital nationally in 11 adult specialties: cancer, cardiology & heart surgery, diabetes & endocrinology, ear, nose & throat, gastroenterology & GI surgery, gynecology, neurology & neurosurgery, ophthalmology, orthopedics, pulmonology & lung surgery, and urology.
Duke University Hospital is also ranked first in North Carolina and first in the Raleigh-Durham area.
In addition to its hospitals, Duke Health has an extensive, geographically dispersed network of outpatient facilities that include primary care offices, urgent care centers, multi-specialty clinics and outpatient surgery centers.
General Description of the Job Class
In support of Duke Hospital Medicine Programs, encompassing multiple hospital locations, applies knowledge and skills to resolve complex non-routine administrative problems independently or with others. Applies analytical and problem solving skills to support the Program Chief, Medical Directors, Physicians and Advanced Practice Providers, Operations Director, Physician Recruiter, Administrative Coordinators in support of departmental activities. Duties overview includes extensive calendaring; managing high-volumes of provider scheduling activities; meeting coordination and support including use of WebEx and Camtasia; call triaging; program support activities such as data compilation and manipulation; populating and auditing reports; recruitment support; coordinating provider onboarding and termination activities.
Duties and Responsibilities of this Level
Manage program office work flows, including ensuring projects are completed within stated deadlines, managing high-volume correspondence activities including telephone, fax and mail, facilitating faculty onboarding and orientation activities, prioritizing communications and administrative actions for clinical and administrative leadership teams based on content of communication and knowledge of department office operations. and using independent judgment to prioritize and maximize efficiency.
Serve as primary point of contact for patient support related duties including answering and triaging incoming calls for the Hospital Medicine Programs across Duke University Health System, messaging clinical providers via MaestroCare In-basket, triaging and routing faxes to providers via On-Base faxing and submitting completed faxes to appropriate agencies and attaching to patient record in MaestroCare.
Assist in managing Medical Directors' and Sr. Administrative Director's time and attendance at meetings and in responding to appointment requests. Schedule and maintain calendar of appointments, meetings and travel itineraries and coordinate related arrangements. Coordinate and schedule a variety of complex, multi-site meetings, as directed by clinical or administrative leadership.
Draft and disseminate program correspondence and resources including organizational chart, letters, memos, procedure documents, electronic newsletters, photo business cards, program posters, provider resources, etc., using software such as Visio, Word, Excel, Power Point, In-Design, Adobe Pro, etc. Develop and disseminate surveys using Qualtrics; compile and perform intermediary analysis of survey results.
Assist with organizing, scheduling and running program meetings including development and maintenance of web conferencing skills including WebEx, development and dissemination of meeting agendas and materials, conference room reservations, catering orders, video recording of meetings via Camtasia, WebEx and other software, recording and dissemination of meeting minutes, etc. Provide technological troubleshooting services for meetings.
Perform a variety of Human Resources related functions including: Faculty onboarding and termination activities, maintenance of employment files and documentation; assisting with recruitment functions including itinerary preparation and coordination, travel arrangements, meetings and lunch/dinner coordination, contract routing; etc. Provide comprehensive overview of problem areas or non-compliance issues to program leadership.
Process orders supporting the programs including pagers, office equipment, business cards, prescription pads, office supplies, lab coats, etc. Process schedule updates using OnCall and tracking all edits for reconciliation purposes. Develop and apply understanding of budgeted funds, appropriate inventory management, ordering and utilization of resources including supplies, service requests, etc.; identification and recommendation for cost savings opportunities.
Provide multi-site scheduling support by processing, tracking, and monitoring schedule adjustments with a high-degree of precision and accuracy.
Develop and enhance data storage/retrieval systems including databases. Manage, organize, and update relevant data using software and database applications including OnBase faxing, WebEx, SharePoint, MaestroCare, Microsoft Excel, Outlook, Power Point, Word, Access, and Visio, Camtasia, In-Design, Adobe Pro, Qualtrics, and other specialized applications.
Perform other related duties incidental to the work described herein.
High school education or equivalent. Bachelors degree preferred.
Two years of administrative support experience in increasing variety and/or complexity
Knowledge, skills, and abilities
Excellent interpersonal, as well as written and verbal communication skills to interact with a variety of personalities at all levels of the organization. Use of grammatically correct English.
Experience working in higher education and health care preferred
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.
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.