ADMINISTRATIVE COORDINATOR

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 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary

The Administrative Coordinator in the Division of Cardiology is responsible for assisting the Director, Finance & Administration with direct support to the Associate Directors for Operations and Academic Finance, respectively, in the effective administrative and operational management in all areas of the division’s teaching, research and clinical missions.  This includes but is not limited to participating in the general administrative, faculty relations, human resources, and financial operations of the division.

The Administrative Coordinator will also be directly responsible for the administrative support of one-two cardiology faculty leaders depending on overall scope.

Work Performed

75% - Division Operational Support

- Assist Associate Director, Operations in all faculty relations/APT (Appointments, Promotion and Tenure) activities to include the onboarding/offboarding of new faculty members, faculty promotions, credentialing and annual faculty evaluations.

- Assist the Associate Director, Operations with the tracking and completion of all faculty and staff annual compliance, effort, and research compliance requirements

- Work with Division leadership to coordinate the interview process, schedules for all potential faculty recruits, and evaluations, including coordination with Duke recruitment for network affiliated sites.

- Maintain and update all the Division of Cardiology email listservs

- Work with Division leadership to plan/coordinate various events to include annual faculty celebration, Grand Rounds, and other educational/research compliance training events.

- Assist the Associate Director, Academic Finance with developing, monitoring and communicating spend/burn rate each year of internal awards (e.g. Fellow awards), annual stewardship of endowed chair spending in conjunction chair holder, and internal RFPs.

25 % - Direct faculty support

- Provide administrative support for one to two faculty Divison vice-chiefs overseeing the Division Operational Support areas. Serve as back-up support for the Division Chief and Director, Finance & Administration.  

- Answer and route phone calls, serve as a resource person, interview callers; answer questions concerning departmental or divisional activities or route to the appropriate place.

- Screen and route mail and documents; determine which to respond to or which to bring to supervisor’s attention based on content of the communication.

- Schedule and coordinate arrangements for seminars and conferences and establish  appointments, meetings and speaking engagements for assigned faculty vice-chief(s).

- Process all reimbursements incurred during trips or business meetings.

- Yearly update CV, bio sketch, DEA and medical license.

- Maintain and track faculty CME credits and/or other research regulatory requirements as applicable.

Required Qualifications at this Level

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

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.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $59,829.00 to USD $86,700.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

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.

Education

Work requires a general business background, generally equivalent to a bachelor's degree in a business-related field.

Experience

Work requires 2 years of related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business-related field may be substituted for 2 years of experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends onthe 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.