Staff Assistant

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

 

 

Under the direction of the Administrative Manager, the Staff Assistant will be required to perform administrative and clerical support duties of a complex and confidential nature for an assigned group of Faculty within the Radiology department.  Duties will include, but not limited to, meeting coordination and calendar management, answering phones, processing reimbursements and payments, maintenance of records, credentialing and recredentialling support, planning events, and completion of special projects as required to maintain efficiency in departmental operations. 

 

The Radiology department at Duke is a cohesive group of physicians and staff whose mission is to bring high quality efficient imaging services to Duke’s patients in the Triangle.  The department is proud of its positive work culture, in which every team member is valued and engaged. 

 

Work Performed (i.e. Duties):

 

Physician-Support Duties (60%): 

• Maintains the physician’s calendar; coordinates meetings including booking space, coordinating schedules, and confirming attendees.

• Maintain CV and prepare bio sketches

• Create PowerPoints for meetings and presentations

• Coordinate logistics for meetings and conferences and submit all paperwork

  • Submit and reconcile faculty expense reports – complete reimbursements for faculty through Concur and assure appropriate allocation of funds

  • Assist with all travel arrangements

• Crop/edit images for publications

• Submit NC Medical Board & DEA invoices when the radiologists have renewed his/her license.

• Maintain all licenses and credentialing for faculty (NC Medical Board (must renew 1 month prior to expiration date), BLS/ACLS (must take online course and sign up for in person skills test prior to expiration date) and DEA

• Support all IT hardware and software needs of division

• Manage all aspects of peer review program including:

  • Tracking of all peer review cases submitted

  • Responsible for preparing all materials including images, notes and other relevant information

  • Schedules and documents all conferences

• Gather, prepare and submit proper documentation for clinical privileges, renewal of privileges, lifting provisional privileges and requesting additional privileges when appropriate to the Medical Staff Credentialing Office.

Office Management (25%):

• Screen telephone calls, answer inquiries or direct caller to the appropriate individual for further information and/or resolution. 

• Control and maintain files, reports, and related correspondences for reference and efficient operation of division or department activities.

• Screen and prioritize incoming mail for needed action and follow up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s). 

• Order and restock office supplies.