Administrative Assistant - Hybrid Schedule

At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together.

Duke Health Integrated Practice 

Pursue your passion for caring with Duke Health Integrated Practice, which 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 Cancer Center - 20 Duke Medicine Circle, Durham, NC 27710

JOB SUMMARY

We are seeking an Administrative Assistant in support of a department or group of professionals, regularly required to resolve moderately complex (non-routine) administrative problems independently or with others. Problem resolution may include research. Tasks are typically diverse and advanced. 

Join a dynamic and impactful team at Duke University as an Administrative Assistant supporting Brain Tumor Surgeons in the department. This role is ideal for a proactive, detail-oriented professional who thrives in a fast-paced clinical environment.

In this position, you will:

• Provide high-level administrative support to two or more Neurosurgeons and Advanced Practice Professionals (APP’s).
• Independently manage and resolve moderately complex administrative challenges, often requiring research and collaboration.
• Coordinate schedules, meetings, and communications with precision and professionalism.
• Handle diverse and advanced tasks that contribute directly to the success of departmental operations.

We’re looking for someone who is resourceful, organized, and capable of anticipating needs while maintaining confidentiality and efficiency.

JOB DUTIES AND RESPONSIBILITIES

Operations:

• Take initiative and ownership of the operations of the Center.  Create procedures to ensure smooth and consistent operations and streamline procedures. Aid with strategic planning and programmatic expansion. Explain policies and procedures, resolve problems. 
• Independently make timely decisions that affect the operation of the Center.  Intervene and problem solve within the team. Develop policies and procedures to improve patient care and utilization of clinic/department resources.
• Communicate pertinent information in a timely manner to department and center leadership. Actively participate on committees to achieve desired outcomes and ensure follow-up on action plans Take on special projects as requested by Center and Department leadership. Schedule Center events and meetings, invite attendees, record minutes, and ensure functionality of meeting.

Patient Scheduling:

• Obtain complete information on incoming calls from patients and physicians
• Route call or message to appropriate area appointment center, clinic, provider in a timely fashion.
• Retrieve voice mails the same day, record all information and date and time of the message and route accordingly
• Enter phone messages as an Inbasket Message in MaestroCare for Triage/MD/APP
• Collaborate with clinical, administrative, and support staff to ensure the delivery of quality care to the patients of the Brain and Spine Mets Center.

Financial:

• The Administrative Assistant will be responsible for financial oversight of the Center for Brain and Spine Metastasis. The oversight will include assisting with the creation of and maintenance of the operating budget for the Center. Monitoring expenses and resolving discrepancies. Collaborate with the Department of Neurosurgery financial team to ensure timely reporting and reconciliation of expenses.  
• Prepare and present financial reports to the Center Director and the Board monthly.  Prepare ad-hoc reports as requested. Identifies and makes recommendations to implement cost reduction and service improvements.

Additional Responsibilities:

• Manage provider(s) calendar
  • Schedule and coordinate complex meetings/teleconferences. Identify conflicts and resolve them.
• Email Management – sort and respond to email on behalf of the Provider(s). 
• Coordinate travel for meetings including submission of registration, airfare, hotel reservations, rental car) if needed) and process reimbursement for out – of – pocket expenses.
• Responsible for coordination and monitoring of all Duke@Work procurement card reconciliation. Maintain, review and reconcile for assigned faculty
  • Maintain and keep receipts for all transactions
• Maintain CV and/or Biosketch, maintain Scholars@Duke, and other Duke listings as needed
• Maintain provider CME credits
• Organize and maintain faculty electronic and paper files
• Correspondence, credentialing, licensing and certification, reference materials, publications, professional memberships, and renewal of licenses/DEA/privileges
• Compose and edit non-patient related correspondence letters, PowerPoint presentations, reports and records ensuring grammatical accuracy

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.

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.