ADMINISTRATIVE ASSISTANT Job at Dukehealth.org in Durham

At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together.

About Duke Regional Hospital

Pursue your passion for caring with Duke Regional Hospital in Durham, North Carolina, which ranks as the number four hospital in the Raleigh-Durham, North Carolina area, accordingto U.S. News and World Report for 2023-2024. Duke Regional Hospital is the second largest of Duke Health's three hospitals and offers a comprehensive range of medical, surgical, and diagnostic services, including orthopedics, weight-loss surgery, women's services, and heart and vascular services.

Position Overview-

This position will work closely with the Program Manager and Medical Directors to provide administrative support for the Emergency Medicine Departments at Duke Regional Hospital and Duke Raleigh Hospital, a campus of Duke University Hospital.

Admin Support-

• Compose, proofread and/or edit correspondence and reports for internal and external distribution.
• Track/manage employee expense reimbursements, CME allowances/utilization and PTO usage.
• Monitor employee compliance with LMS and OESO training and license/credentials requirements.

Scheduling and Coordination-

• Coordinate meetings for the EM Medical Directors at DRH and DRAH.Partner with other support staff to coordinate multiple demanding calendars, while ensuring critical meetings are scheduled and business objectives are met.
• Manage the overall coordination of departmental staff meetings, including scheduling, staff attendance, minute preparation and guest invitations.
• Prepare ED clinical staff schedules (MDs and APPs) for both Duke Regional and Duke Raleigh hospitals using ShiftAdmin scheduling system.

Customer Service-

• Serve as a resource for over 60 physicians, PAs and NPs regarding requests for information, policy guidance/direction and problem resolution. (phone, email, in person)
• Be thoroughly familiar with policies, procedures and protocols for department operations.
• Coordinate special projects.

Data and Records Management-

• Maintain and update employee records, including new hires, transfers and terminations.
• Process new hires through onboarding, tracking their progress through the various processes - employment, credentialing/privileging, new hire setup and provider enrollment.
• Enter PTO into API, track supplemental shifts utilization and PTO usage to budget.
• Maintain department personnel files.

Education-

High School education or equivalent with 3-5 years' experience.Or two years post-secondary education with three years' experience.Or equivalent combination.

Experience-

Three to Five years of administrative support experience of increasing variety, complexity and demonstration of work leadership and professionalism.

Job Skills-

• Demonstrated leadership, initiative, time management and ability to gain the confidence and cooperation of others.
• Extremely organized with strong attention to detail and ability to work in a fast-paced environment and manage multiple tasks, prioritize work and problem solve.
• Ability to exercise discretion, judgment and be flexible and open to giving and receiving feedback.
• Ability to multi-task and work independently, handling information with the utmost discretion and sensitivity.
• Strong and effective written and verbal communication skills.
• In depth knowledge of department policies and procedures.
• Proficiency with MS Office, virtual conferencing platforms such as Zoom, Qualtrics and Box (to assist with document management) preferred.

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.