Administrative Assistant - Hybrid Schedule

Duke Health Integrated Practice is an exceptional, multi-specialty physician practice encompassing 140 clinics across North Carolina.

We attract and retain premier medical professionals with competitive compensation, benefits, and a nurturing work atmosphere that unites passion and purpose.

Learn more about us : https : / / dhip.dukehealth.org / about-us

JOB LOCATION

Duke Cancer Center - 20 Duke Medicine Circle, Durham, NC 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

Patient Scheduling :

• Obtain complete information on incoming calls from patients and physicians
• Route call or message to appropriate area appointment center, clinic, provider in a timely fashion.
• Retrieve voice mails the same day, record all information and date and time of the message and route accordingly
• Enter phone messages as an Inbasket Message in MaestroCare for Triage / MD / APP
• Collaborate with clinical, administrative, and support staff to ensure the delivery of quality care to the patients of the Brain and Spine Mets Center.

Operations :

Take initiative and ownership of the operations of the Center. Create procedures to ensure smooth and consistent operations and streamline procedures.

Aid with strategic planning and programmatic expansion. Explain policies and procedures, resolve problems.

Independently make timely decisions that affect the operation of the Center. Intervene and problem solve within the team.

Develop policies and procedures to improve patient care and utilization of clinic / department resources.

Communicate pertinent information in a timely manner to department and center leadership. Actively participate on committees to achieve desired outcomes and ensure follow-up on action plans Take on special projects as requested by Center and Department leadership.

Schedule Center events and meetings, invite attendees, record minutes, and ensure functionality of meeting.

Financial :

The Administrative Assistant will be responsible for financial oversight of the Center for Brain and Spine Metastasis. The oversight will include assisting with the creation of and maintenance of the operating budget for the Center.

Monitoring expenses and resolving discrepancies. Collaborate with the Department of Neurosurgery financial team to ensure timely reporting and reconciliation of expenses.

Prepare and present financial reports to the Center Director and the Board monthly. Prepare ad-hoc reports as requested.

Identifies and makes recommendations to implement cost reduction and service improvements.

Additional Responsibilities :

• Manage provider(s) calendar
• Schedule and coordinate complex meetings / teleconferences. Identify conflicts and resolve them.
• Email Management - sort and respond to email on behalf of the Provider(s).
• Coordinate travel for meetings including submission of registration, airfare, hotel reservations, rental car) if needed) and process reimbursement for out - of - pocket expenses.
• Responsible for coordination and monitoring of all Duke@Work procurement card reconciliation. Maintain, review and reconcile for assigned faculty
• Maintain and keep receipts for all transactions
• Maintain CV and / or Biosketch, maintain Scholars@Duke, and other Duke listings as needed
• Maintain provider CME credits
• Organize and maintain faculty electronic and paper files
• Correspondence, credentialing, licensing and certification, reference materials, publications, professional memberships, and renewal of licenses / DEA / privileges
• Compose and edit non-patient related correspondence letters, PowerPoint presentations, reports and records ensuring grammatical accuracy

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.

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