Duke University Hospital is consistently rated as one of the best in the United States and is known around the world for its outstanding care and groundbreaking research.

Duke University Hospital has 1,048 licensed inpatient beds and offers comprehensive diagnostic and therapeutic facilities, including a regional emergency/trauma center; a major surgery suite containing 65 operating rooms; an endo-surgery center; a separate hospital outpatient surgical department with nine operating rooms and an extensive diagnostic and interventional radiology area.

For 2021-2022, U.S. News and World Report ranked Duke University Hospital nationally in 11 adult specialties: cancer, cardiology & heart surgery, diabetes & endocrinology, ear, nose & throat, gastroenterology & GI surgery, gynecology, neurology & neurosurgery, ophthalmology, orthopedics, pulmonology & lung surgery, and urology.

Duke University Hospital is also ranked first in North Carolina and first in the Raleigh-Durham area.

In addition to its hospitals, Duke Health has an extensive, geographically dispersed network of outpatient facilities that include primary care offices, urgent care centers, multi-specialty clinics and outpatient surgery centers.

Occupational Summary

Plan, coordinate and participate in the establishment and operation of specialized programs or projects. Develop, coordinate and advise on policies related to specified activities.

Duties and Responsibilities of this Level

45% Administrative Support

• Provide administrative assistance to departmental staff within assigned areas to support the accomplishment of department objectives.

• Develop, coordinate and advise staff regarding relevant policies and procedures.

• Maintain liaison with other programs, offices and departments at Duke to coordinate program business and to accomplish program objectives.

• Interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.

• Maintain and update department organization chart, emergency contact and other staff lists.

• Recommend and implement modifications to improve program effectiveness

• Monitor, update and maintain license and credentialing expirations and renewals

• Monitor, update and maintain department privileging forms

• Respond to TJC (or other requests) requests for credentialing information

• Maintain all department employee files and credentialing folders for NCEENT, VCC and PDC employees

• Run and share various reports in API and send to appropriate parties

• Front desk, phone and mail run coverage

• Audit and approve employee timecards

• Open packages and distribute interoffice mail and supplies when needed

• Coordinate Maestro Training for new staff as needed

• Collect, organize and file onboarding, I9, reviews and other documents for new hires

• Facilitate Summer Student internship program, application and selection process

• RPM and scope repair submissions

• Assist with Provider Enrollment submissions for new hires

• Perform other related duties incidental to the work described herein.

35% Purchasing/Financial Support

• Assist in the preparation of budgets and grants.

• Monitor, verify and reconcile expenditure of budgeted funds as appropriate.

• Coordinate invited presenters' travel, expenses, payment and logistics

• Reconcile Department Procurement credit card

• Extensive purchasing of materials and supplies for office use and patient care supplies

• Create, send fund requests for all Purchase Orders, follow up when needed

• Process supplemental payments for staff

• Assist with employee reimbursements

• Register and process payments for Continuing Education courses and conferences

• Submit Accounts Payable check requests

• Monthly reconciliation of clinical schedule and workload productivity monitoring reports

• Continual monitoring of program's financial health, prepare reports and analyses setting forth financial status/progress, identify adverse trends and provide appropriate recommendations or conclusions to administrative leadership

20% Clinical Support

• Assist with scheduling backfill requests for clinical coordinators

• Scheduling as needed for clinician vacations, leave of absences, new hires, resignations and/or new template build requests

Preferred knowledge, skills and abilities

• Excellent verbal and written communication skills

• Must be dependable and able to multi-task

• Attention to detail is a must

• Organized with the ability to work well under pressure

• Maestro Care/EPIC experience

• Intermediate to advanced experience with Outlook, Word, Excel, Power Point, MS Teams and Zoom

• Must be a team player

• Detail oriented and accurate

Required Minimum Qualifications

Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program with one year of experience in program administration or event production.

-OR-

Two years of postsecondary education with three years of experience in program administration or event production.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR 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.

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About Duke University Health System

As a world-class academic and health care system, Duke Health strives to transform medicine and health locally and globally through innovative scientific research, rapid translation of breakthrough discoveries, educating future clinical and scientific leaders, advocating and practicing evidence-based medicine to improve community health, and leading efforts to eliminate health inequalities.

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