ADMINISTRATIVE ASSISTANT I
- Location: Durham, NC
- Posted: Nov 6, 2019
The Administrative Assistant will perform administrative duties of a complex nature in support of PBMT departmental programmatic and research outreach activities related to the Florida Hospital affiliation activities. The position will coordinate, implement, oversee, and assess the effectiveness of PBMT / Network processes and develop plans to better improve efficiency.
The following description of job responsibilities and standards reflects the major duties of the job, but does not describe the minor duties or other responsibilities that are assigned from time to time.
Department Administration PBMT
Collaborates and maintains positive relationships with all parties involved in the functioning of Duke-affiliated PBMT programs, including, but not limited to staff and physicians of: Pediatric Blood and Marrow Transplant Program, Department of Pediatrics.
Maintain positive relationships and up to date contacts with the Duke Cancer Network, Duke Pediatric Blood and Marrow Transplant Program and Florida Hospital for Children representative associated with the affiliation in order to coordinate and accomplish program objectives to ensure cooperative efforts are enhanced, and available resources are utilized to meet affiliate goals and work plans.
Coordinate and administer Teleconference activity for all PBMT and Florida Hospital activities, ensuring that attendees are available; and that the teleconferencing space is available and set-up prior to conferencing time.
Make recommendations for solutions to identified problems or areas of improvement. Coordinate and maintain general office supplies for the programmatic effort associated with PBMT and the entire Network Services group as assigned.
Coordinate equipment planning and purchasing requests for the PBMT services associated with Florida Hospital program and future like programs.
Provide administrative assistance to PBMT within the Duke Cancer Network to support the accomplishment of program goals and objectives.
Request Duke sponsored access accounts for DCN PBMT Affiliate sites.
Assist in coordination of PBMT affiliate staff visiting observer-ships at Duke
Maintain Access Data Base containing programmatic related data to affiliate sites as assigned or requested.
Takes meeting notes and distributes on a timely basis, assists with management of site work plans.
Conduct monitoring activities such as annual needs assessments for each administrative employee; develop policies and procedures for PBMT DCN Administrative functions within the Network and in consideration of the Florida Hospital contractual obligations.
Coordinate and/or participate in public relations activities to include preparing brochures, bulletins, and attending events as needed. Maintain log of marketing materials and approvals.
Assist Senior Director and PBMT team members with coordination of all presentation material for steering committee meetings.
Assists with planning details for new PBMT program assessments as assigned.
Help manage the affiliate site member access to the Duke Cancer Web site and recommend software upgrades to enhance network programs if appropriate.
Help manage content additions to the web site required by PBMT programs.
Assist with the coordination of onsite visits to Duke from Florida Hospital or other affiliate members.
Affiliation Coordination Activities
Proactively and independently implements methods to assure program success, using strategies such as confirming conferences and travel arrangements the week prior to the conference or meetings.
Arrange transportation to and from Duke PBMT sites and other sponsored activities for Duke Cancer Network or Duke PBMT team members associated with affiliate effort.
Responsible for scheduling all travel (flight/hotel/car) related Florida Hospital PBMT activities as well as new program assessments or meetings.
Financial monitoring and reporting for Duke Cancer Network administrative and office costs for FH PBMT and like programs.
Monitor, verify and reconcile expenditure of budgeted funds as appropriate.
Reconcile corporate card transactions via the Travel and Reimbursement tool in SAP for all PBMT staff, as assigned.
Assist in the creation of spreadsheets and reports for reconciliation of expenditure of budgeted funds as appropriate.
Track department expenditures in order to create and maintain accurate cost center records.
Create process to ensure all department travel and training are appropriately logged and the expenses billed back to the appropriate cost center.
Manage tracking for out of state activity for assigned staff.
Patient Care Support
Develop logs and tracking tools to ensure superior customer satisfaction and high accuracy rate.
Assist with tracking and documentation of activities concerning PBMT.
Coordinate mail, telephones, faxes, copies, etc.
Maintain files and filing, including sensitive and confidential information
Responsible for maintaining office supplies for DCN
Performs floor related responsibility as assigned
High school education or equivalent is required. Bachelors degree very strongly preferred.
At least two years of experience in program administration or involving academic and or multifaceted program activities to acquire skills necessary to plan, coordinate and implement a variety of program related services.
The preferred candidate will have, effective verbal and written communication skills, be highly organized with attention to detail; Strong interpersonal skills and the ability to manage multiple priorities simultaneously
Physical abilities to complete job duties under prescribed environmental and working conditions.
Individual should have the ability to be flexible and adaptable in a changing work environment.
Ability to lift 25 pounds
KNOWLEDGE, SKILLS AND ABILITIES
Advanced level of proficiency in Microsoft Office applications: Word, Excel, Access, PowerPoint, Outlook, and web applications.
Ability to manage multiple tasks and manage complex calendars.
Willingness and ability to work as part of a team to complete tasks.
Ability to professionally interact with, and work with Physicians and staff members.
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 ideasan 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.