Administrative Assistant - Center For Advance Practice
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 957 inpatient beds and offers comprehensive diagnostic and therapeutic facilities, including a regional emergency/trauma center; a major surgery suite containing 51 operating rooms; an endo-surgery center; an Ambulatory Surgery Center with nine operating rooms and an extensive diagnostic and interventional radiology area. In fiscal year 2018, Duke University Hospital admitted 42,916 patients and had 1,085,740 outpatient visits in fiscal year 2017.
U.S News & World Report named Duke University Hospital #1 in North Carolina and #1 in the Raleigh-Durham area in 2018-19.
Duke University Hospital is ranked in the top 20 nationally for seven adult specialties, including cardiology and heart surgery, nephrology, ophthalmology, orthopedics, pulmonology, rheumatology, and urology.
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.
LOCATION: DURHAM 27710
SCHEDULE: Primary hours will be Monday-Friday, 8am-4:30pm, with a 30 minute lunch break. Hours may vary if departmental needs arise, but must be pre-approved by the ACNO for Advanced Practice.
General Description of the Job Class
In support of a department or group of professionals, regularly required to resolve moderately complex (non-routine) administrative problems independently or with others. Problem resolution may include research. Tasks are typically diverse and advanced.
Duties and Responsibilities of this Level
- In addition to tasks outlined in the Administrative Clerk description, examples of work at this level may typically include some combination of the following:
- Independently prepare complex documentation, reports, charts, graphs and spreadsheets at designate intervals and as requested.
- Coordinate special projects for the department, including seminars, retirement parties and retreats in addition to participating in hospital-wide initiatives.
- Research cost comparison data on department supplies, furniture, food and other items.
- Develop advanced presentation materials for Nursing Leadership Meetings, department seminars and miscellaneous events.
- Prioritize and resolve inquiries via phone and email from members of the department and external groups.
- Schedule and maintain calendar of appointments, meetings and travel itineraries, and coordinate related arrangements for Clinical Operation Directors.
- Coordinate travel arrangements and schedules for interview candidates as well as escorting them, making lunch reservations and preparing a folder with DUH, Durham and other related information.
- Coordinate the on-boarding process of new employees, including but not limited to: enrolling them in orientation classes, assisting in the DUH credentialing process, preparing personnel files and orientation manuals, assisting them with the scheduling of such appointments as EOHW and Nursing Payroll, complete forms for them to obtain an ID badge, pager, parking pass etc.
- Prepare forms for employees in transition periods such as medical leave, termination and transfer.
- Communicate with department regularly via a monthly newsletter, emails and other forms of communication.
- Assist clinical staff in maintaining current licenses and certification, according to state and national boards.
- Monitor and record monthly attendance records for clinical staff to ensure they meet hospital standards.
- Maintain accurate personnel files of all clinical staff according to Joint Commission Standards.
- Act as a liaison between the department and other external groups.
- Consistently update policy/procedures for the department and maintain up-to-date manuals and other resource books. Explain policy/procedures to other parties based on knowledge of company and department guidelines.
- Collect, compile and analyze moderately complex data and information.
- Perform other related duties incidental to the work described herein.
- Keep informed of major life events taking place within the clinical staff and respond appropriately and according to department policy/procedures.
Required Qualifications at this Level
High school education or equivalent.
Two years of administrative support experience of increasing variety and/or complexity
Degrees, Licensure, and/or Certification
Knowledge, Skills, and Abilities
Creatively uses PC, word processing, and other office tools. Thorough knowledge of department policies, procedures, and goals.
Physical and mental requirements
- Able to independently seek out resources and work collaboratively to solve complex problems
- Able to communicate clearly with patients, families, visitors, physicians, administrators, leadership, and others.
- Able to use sensory and cognitive functions to process and prioritize information.
- Able to use fine motor skills
- Able to record activities, document assessments & interventions; prepare reports and presentations;
- Able to use computer and learn new software programs
- Able to withstand prolonged standing and walking with the ability to move or lift at least fifty pounds
- Able to remain focused and organized
- Able to work collaboratively with all levels of personnel
Distinguishing Characteristics of this Level
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.