Administrative Specialist

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About Duke University Hospital

Pursue your passion for caring with Duke University Hospital in Durham, North Carolina, which is consistently ranked among the best in the United States. The largest of Duke Health's four hospitals with 1062 patient beds, it features comprehensive diagnostic and therapeutic facilities, including a regional emergency/trauma center, an endo-surgery center, and more.

The Administrative Specialist (Job Code 4556) is to provide administrative support for the Director of Graduate Medical Education.  This individual will report directly to the Director.  The Director is responsible for the quality and success of Duke’s Graduate Medical Education enterprise, which includes almost 1200 residents and fellows, in approximately 150 training programs.   This work is accomplished with the collaboration of approximately 140 program directors and 50 program coordinators.  The Department of Graduate Medical Education is comprised of eight full-time staff and three faculty.

Job duties include, but are not limited to:

• Administrative support for Catherine Kuhn, MD, Director, Graduate Medical Education, and Associate Dean for Graduate Medical Education
  • Complex calendar management
  • Generation of complex reports and documents for meetings
  • Provide support for internal meetings led by Dr. Kuhn including reserving conference rooms
  • Draft and complete correspondence and powerpoint presentations
• Coordination of  Institutional Educational Processes
  • Tracking accreditation results, trends and data entry into comprehensive data base/residency management system  (ACGME)
  • Support processes regarding institutional reviews (APE-I) of ACGME programs for maintenance of accreditation.
  • Organization and production of the Annual Institutional Report
  • Prepare results reports post-Match for archiving purposes
  • Prepare materials for DIO for accreditation site visits
• Administrative Support for Institutional Committee for Graduate Medical Education (ICGME),  GME Patient Safety and Quality Committee (GME PSQC), and Graduate Medical Education Committee (GMEC) Subcommittees
  • Organize and prioritize agenda items and minutes
  • Prepare and reconcile meeting minutes with Institutional Requirements
• Special Projects
  • Coordinate activities required for CLER visit (every 18-24 months)
  • Support administrative functions such as trainee hearings and appeals
  • Administrative support for GME Educator special projects

In addition to the requirements listed, the individual must work collaboratively with a variety of other professionals, maintain a strong work ethic and be reliable, have a positive and professional outlook, and be highly organized.  This position requires strong writing and critical thinking skills, and the ability to work independently, and proactively anticipate the needs of the director. 

This position will support other team activities of the office as needed and approved.

Required Qualifications at this Level

Education

High school education or equivalent with five years of administrative support experience of increasing variety, complexity and demonstration of work leadership.

Two years of postsecondary education with three years of experience.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Experience

N/A

Degrees, Licensure, and/or Certification

N/A

Knowledge, Skills, and Abilities

In-depth knowledge of department policies, procedures, and goals as well as administrative support in completing complex tasks.

Demonstrated the understanding of basic leadership approaches such as work scheduling, prioritizing and coaching.

Demonstrated success applying highest level of secretarial skills.

Demonstrated the ability to gain the confidence and cooperation of peers.

Demonstrated editing and proofreading skills.

Ability to juggle multiple tasks and meet demanding deadlines.

Must be self direct and able to take initiative.

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.