Skip to main content

This job has expired

ADMINISTRATIVE ASSISTANT, DUKE CANCER NETWORK

Employer
Duke University
Location
Durham

View more

Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support, Technology, Network & Systems Administration
Employment Type
Full Time
Institution Type
Four-Year Institution
Send job

Job Details

Auto req ID
110713BR
Duke Entity
HEALTH SYSTEM
Job Code
4001 ADMINISTRATIVE ASSISTANT
Job Description
JOB SUMMARYThe 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.
JOB DUTIESThe 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 
  • 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 video conference 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.
    • Project Management 
  • 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 Administration 
  • 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
    • PHYSICAL REQUIREMENTS
  • 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.
  • Effective verbal and written communication skills
  • Highly organized with attention to detail
  • Strong interpersonal skills and the ability to manage multiple priorities simultaneously

    • Location
    Durham
    Requisition Number
    401566165
    Position Title
    ADMINISTRATIVE ASSISTANT, DUKE CANCER NETWORK
    Shift
    First/Day
    Job Family Level
    C2
    Full Time / Part Time
    FULL TIME
    Regular / Temporary
    Regular
    Department Name
    DUKE CANCER NETWORK
    Minimum Qualifications
    Duke University 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 essential job 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.Education

    High school education or equivalent.Experience

    Two years of administrative support experience of increasing variety and/or complexityDegrees, Licensures, Certifications

    N/A

    Organization

    Read our Diversity Profile History

    Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University.Duke Campus

    As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

    Duke maintains a historic affiliation with the United Methodist Church.

    Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

    Mission Statement

    Duke Science"James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

    “To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth.Duke Meeting

     “By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

    Send job

    Get job alerts

    Create a job alert and receive personalized job recommendations straight to your inbox.

    Create alert