Administrative Assistant - Pediatrics General Surgery

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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 the Duke Health mission across the state of North Carolina.

JOB LOCATION

Department of Pediatrics General Surgery – HAFS 7th floor - 2301 Erwin Rd. Durham, North Carolina 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. 

JOB DUTIES AND RESPONSIBILITIES

• Answer telephone; greet callers and assist them with general problems or complaints; answer questions concerning department policies and procedures; act as office receptionist.

• Schedule or arrange activities effectively; make and confirm travel arrangements as necessary; make appointments within prescribed schedule.

• File and retrieve records in accordance with established procedures and filing systems; research lost or missing records in accordance with established procedures; verify information against existing records; post information to records or ledgers.

• Match records against source documents to verify accuracy of records and compliance with rules and procedures of appropriate system; resolve discrepancies in records by contacting appropriate office to obtain information on source of discrepancy and following through on changing any errors in documentation.

• Review, verify and evaluate various records and reports in accordance with procedures; identify and resolve discrepancies, contacting appropriate source of information; maintain various accounting and budgetary records; review and reconcile transactions and initiate accounting documents in accordance with standard procedure.

• Order and issue supplies as appropriate.

• Screen, sort and distribute incoming and outgoing mail and documents; respond to or process mail or documents in accordance with departmental procedures.

• Perform routine clerical and typing tasks involved in processing varied office materials such as form letters, requisitions, memoranda, and reports or summaries.

• Prepare and/or compose routine and general correspondence in accordance with established procedures.

• Independently prepare more complex documentation, reports, charts, graphs, and spreadsheets at designate 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.

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  Perform other related duties incidental to the work described herein.

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.