ADMINISTRATIVE ASSISTANT

JOB LOCATION

Duke South Clinics - 40 Duke Medicine Circle

JOB SUMMARY

We are seeking an Administrative Assistant in support of The Department of Pathology faculty and leadership, regularly required to resolve moderately complex (non-routine) administrative matters independently and/or with others. Problem resolution typically includes research. Tasks are typically diverse and advanced.

JOB DUTIES AND RESPONSIBILITIES

• Independently prepare more complex documentation, reports, charts, graphs, and spreadsheets at designated 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.
• Perform other related duties incidental to the work described herein.

Specific to Department of Pathology, duties include:

• Support clinical and research activities:
  • Prepare materials and create reports required for medical consultative conferences

• • Order special stains, blocks required for further diagnosis on complex medical cases
  • Send cases for consults
  • Timely accession additional materials received from outside facilities for review and second opinions
  • Manage pathologists’ delayed case report and outstanding cases for all critical cases requiring provider follow up
  • Request time sensitive materials from Duke and external sources for pathology consultation
  • Provide consult status updates to the doctors, fellows and administrative team
  • Create and maintain physical and electronic records of all consults
  • Oversight of departmental loaner program (medical materials)
• Schedule and maintenance of complex faculty, academic and clinical calendars for group of approximately 10 faculty
• Independently plan and coordinate work to ensure day-to-day operational needs are met effectively.
• Plan and coordinate meetings, events, conferences or arrangements for speaking engagements; order food, supplies, equipment, etc.
• Attend division meetings or other meetings and record minutes as requested
• Coordinate outlook and Qgenda calendars; review regularly for any discrepancies
• Monitor Qgenda provider schedules; submit schedule changes to administrator and ensure consistent accuracy and minimize any scheduling errors
• Manage department academic funds
• Update/maintain CVs and biosketches for faculty
• Create, request, prepare materials for teaching, seminars, and conferences (create educational/informational materials, packets/handouts, certificates, sign-in sheets, etc.) and compile and coordinate follow-up data collection i.e. surveys/evaluations
• Create presentations for meetings, conferences, seminars
• Assist faculty with publications, obtaining research articles, and resources
• Advertise pathology courses and events
• Triage and respond to requests/queries for information
• Provide status updates to the doctors and fellows on various projects
• Coordinate various projects of financial, research or administrative nature; create/maintain files, databases, reports.
• Coordinate travel; organize and submit travel expense reports for reimbursements.
• Prepare and/or edit reports, proposals, and correspondence on behalf of doctors.
• Reserve conference rooms, meeting spaces.
• Provide general support to visitors.
• Maintain office supplies.
• Act as the point of contact for internal and external clients.
• Maintain contact lists.
• Coordinate repairs to office equipment.
• Receive, sort and deliver mail.
• Provide backup support to other clinical administrative staff.
• Other administrative support functions relative to those listed above.

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.

Some roles within our organization may encompass essential job functions requiring distinct physical and/or mental capabilities. Further details and accommodation requests will be addressed by individual hiring departments.

Duke Health Integrated Practice is dedicated to Equal Opportunity Employment, fostering a diverse workforce without regard to age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

We aspire to build a community grounded in collaboration, innovation, creativity, and belonging. Our shared achievements rely on a dynamic exchange of ideas, flourishing best when a multitude of perspectives, backgrounds, and experiences thrive. Upholding these values is a collective responsibility within our community.

This job description aims to outline representative responsibilities for this title, not an exhaustive account of specific duties. Employees may be assigned job-related tasks beyond those explicitly outlined here.