Staff Assistant

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

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 the Radiology department.  Duties will include, but not limited to, meeting coordination and calendar management, answering phones, processing 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 days remote after successful completion of the initial trial/probationary period.

The Radiology department at Duke is a cohesive group of physicians and staff whose mission is to bring high quality efficient imaging services to Duke’s patients in the Triangle.  The department is proud of its positive work culture, in which every team member is valued and engaged. 

Work Performed (i.e. Duties):

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 and reconcile faculty expense reports – complete reimbursements for faculty through Concur and assure appropriate allocation of funds
  • Assist with all travel arrangements
• Crop/edit images for publications
• Submit NC Medical Board & DEA invoices when the radiologists have renewed his/her license.
• 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
• Support all IT hardware and software needs of division
• Manage all aspects of peer review program including:
  • Tracking of all peer review cases submitted
  • Responsible for preparing all materials including images, notes and other relevant information
  • Schedules and documents all conferences
• 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.

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). 
• Order and restock office supplies.
• 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.
• Assure Duke Radiology, its programs, products and services are consistently presented in strong, positive images Provide cross coverage support to multifunctioning team as requested.
• Provide cross-coverage to a multifunctioning team.

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, and budgetary/accounting activities.
• Or an equivalent combination of relevant education and/or experience

Preferred skills:

• Experience in office management 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.

Job Code: 00000476 STAFF ASST
Job Level: 09

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 collectivesuccess 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 Universityand 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.