STAFF ASSISTANT

Under the direction of the Administrative Manager, the Staff Assistant will be required to perform administrative and clerical support duties of a complex and confidential nature for an assigned group of Faculty within department.  Duties will include, but not limited to, meeting coordination and calendar management, answering phones, initiating reimbursements and payments, maintenance of records, credentialing and recredentialling support, planning events, and completion of special projects as required to maintain efficiency in departmental operations. 

This position is hybrid offering 2-3 days remote after successful completion of the initial trial/probationary period.

Physician-Support Duties (60%): 

• Maintains the physician’s calendar; coordinates meetings including booking space, coordinating schedules, and confirming attendees.
• Maintain CV and prepare bio sketches
• Create PowerPoints for meetings and presentations
• Coordinate logistics for meetings and conferences and submit all paperwork
  • Submit faculty expense following Division protocol
  • Assist with all travel arrangements
• Maintain all licenses and credentialing for faculty (NC Medical Board (must renew 1 month prior to expiration date), BLS/ACLS (must take online course and sign up for in person skills test prior to expiration date) and DEA
• Gather, prepare and submit proper documentation for clinical privileges, renewal of privileges, lifting provisional privileges and requesting additional privileges when appropriate to the Medical Staff Credentialing Office.
• Type, transcribe, processes correspondence, letters, and documents 
• Maintain and update physician’s CME credits

Office Management (25%):

• Screen telephone calls, answer inquiries or direct caller to the appropriate individual for further information and/or resolution. 
• Control and maintain files, reports, and related correspondences for reference and efficient operation of division or department activities.
• Screen and prioritize incoming mail for needed action and follow up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s). 
• Demonstrates continuous efforts to improve support operations and systems to streamline work processes to increase the effectiveness and efficiency of the department. 
• Have a clear understanding of institutional policies and procedures in order to provide optimal support to assigned Faculty.
• Provide cross-coverage to a multifunctioning team.
• Maintain interface with physicians, patients, and administrative staff

Perform Special Projects (15%)

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Qualifications:

Education:

• Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.

Experience:

• Work generally requires four years of related administrative support experience (preferably in a hospital or academic medical center) to acquire skills necessary to administer complex office functions related to office management, communications
• Or an equivalent combination of relevant education and/or experience

Preferred skills:

• Experience in medical office setting with demonstrated skills necessary to plan, coordinate and implement a variety of program activities and events.
• Excellent interpersonal skills to interact with a variety of personalities at all levels, exercising tact, sound judgment, and flexibility to promote positive working relationships and job effectiveness.

• Technologically savvy. Comfortable navigating various computer systems, including Microsoft Office suite (i.e. Outlook, Word, Excel, Teams and PowerPoint) highly preferred.

Minimum Qualifications

Education

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in administrative support or a related business field.

Experience

Work generally requires three years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related tooffice management, communications, and budgetary/accounting activities. OR and equivalent combination of education and relevant experience.

Duke 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.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob 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.