Administrative Assistant - Dept of Pathology

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Duke Health Integrated Practice

Duke Health Integrated Practice comprises more than 110 primary and specialty outpatient clinics, extending the reach of Duke Health's mission across the state of North Carolina.

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).

• 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:
  • 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.
• 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.
• Preferred Skill Set: 
  • Professionalism (professional conduct, presentation, behaviors, appearance, communication skills – verbal and written)
  • Critical and independent thinking skills
  • Ability to plan and prioritize
  • Ability to take initiative
  • Ability to manage time independently
  • Attention to detail
  • Ability to follow instructions
  • Ability to identify and address periphery information independently
  • Good judgement
  • Ability to provide good customer service
  • Willingness to cross-cover roles
  • Experience with Microsoft office – Word, Excel, PowerPoint, Outlook
  • Experience with Maestro/Epic, End Notes, databases
  • Some prior experience in a professional office setting

JOB HOURS

The schedule for this position is day shifts, Monday-Friday, with no weekends or holidays.

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 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.