ADMINISTRATIVE ASSISTANT I
- Location: Durham, NC
- Posted: Dec 5, 2019
The Administrative Assistant will perform administrative duties of a complex nature in support of departmental programmatic and research outreach activities related to the Duke Cancer Network. The position will coordinate, implement, oversee, and assess the effectiveness of 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.
Maintain positive relationships and up to date contacts with the Duke Cancer Clinical, Clinical and Research affiliations (currently 8) to coordinate and accomplish program objectives to ensure cooperative efforts are enhanced, and available resources are utilized to meet affiliate goals and work plans.
Assist with activities related to on-boarding process for all research and clinical affiliate DCN staff and assure these activities are completed in a timely and comprehensive manner.
Liaise with the Program Specialist to Medical Director to assure the hire, credentialing and on-boarding process for all faculty hired to the Division of Medicine at the Duke Cancer Network is timely and complete.
Assist with completion of any additional duties related to requesting and on-boarding new employees for Duke Cancer Network.
Assist with coordination of Teleconference and videoconference activity for all DCN affiliate sites, 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 entire Network Services group and submit any building maintenance requests as assigned.
Coordinate equipment planning and purchasing requests for the research services of the Duke Cancer Network in coordination with the Program Specialist, Duke Cancer Network.
Provide administrative assistance to research and clinical site departmental staff within the Duke Cancer Network to support the accomplishment of program goals and objectives.
Request Duke sponsored access accounts for DCN Affiliate sites.
Maintain Access Data Base containing programmatic related data to affiliate sites as assigned or requested.
Take meeting notes and distribute 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 DCN Administrative functions within the Network.
Coordinate and/or participate in public relations activities to include preparing brochures, bulletins, and attending events as needed.
Assist Directors with coordination of all presentation material for clinical quarterly and research site meetings. Assist with planning for new 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 additions to the web site required by research or clinical site programs.
Assist with the coordination of onsite visits to Duke from affiliate members.
Affiliation Coordination Activities
Proactively and independently implement 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 and clinical and research sites and other sponsored activities for Duke Cancer Network team members.
Responsible for scheduling all travel (flight/hotel/car) related assigned meetings.
Financial monitoring and reporting for Duke Cancer administrative and office costs for clinical and research 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 research staff, some clinical site staff and others 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
Serve as back-up coordinator for patient and physician requests. Field phone calls, communicate with patients, families and care providers.
Assist in communicating changes to clinic schedules if needed.
Develop logs and tracking tools to ensure superior customer satisfaction and high accuracy rate. Complete entry into existing tools accurately during coverage periods.
Gain knowledge of credentialing process for providers including licensure, and DEA.
Coordinate mail, telephones, faxes, copies, etc.
Maintain files and filing, including sensitive and confidential information.
Responsible for maintaining office supplies for DCN
Work requires analytical, communications and organizational skills generally acquired through completion of a bachelors degree program or an equivalent combination of relevant education and/or experience.
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.