ADMINISTRATIVE COORDINATOR

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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

 

 

Occupational Summary

The Administrative Coordinator in the Division of Cardiology is responsible for assisting the Division Administrator, Administrative Manager and Finance Manager in the effective administrative and operational management in all areas of the division’s teaching, research and clinical missions.  This includes but is not limited to participating in the general administrative, faculty relations, human resources, and financial operations of the division.

 

The Administrative Coordinator will also be directly responsible for the administrative and clinical support of two cardiology faculty leaders. 

 

Work Performed

60% - Division Operational Support

- Assist Administrative Manager in all faculty relations/APT (Appointments, Promotion and Tenure) activities to include the onboarding/offboarding of new faculty members, faculty promotions, credentialing and annual faculty evaluations.

- Assist the Administrative Manager with the tracking and completion of all faculty and staff annual compliance, effort, and research compliance  requirements

- Work with Division leadership to coordinate the interview process, schedules for all potential faculty recruits, and evaluations, including coordination with Duke recruitment for network affiliated sites.

- Maintain and update all the Division of Cardiology email listservs

- Work with Division leadership to plan/coordinate various events to include annual faculty celebration, Grand Rounds, and other educational/research compliance training events.

- Assist the Finance manager with developing, monitoring and communicating spend/burn rate each year of internal awards (e.g. Fellow awards) and annual stewardship of endowed chair spending in conjunction chair holder.

- Assist with coordinating/managing internal RFP processes, e.g. Heart Center Leadership council award.

 

40% - Direct faculty support

- Provide administrative support for two faculty Divison vice-chiefs. Serve as back-up support for the Division Chief and Division Administrator.

- Responsible for managing physician clinical schedules and templates, scheduling/rescheduling clinics, ensuring medical records are obtained prior to clinics and ensuring our scheduling system (Qgenda) is updated regularly. 

- Answer and route phone calls, serve as a resource person, interview callers; answer questions concerning departmental or divisional activities to the appropriate place.

- Screen and route mail and documents; determine which to respond to or which to bring to supervisor’s attention based on content of the communication.

- Schedule and coordinate arrangements for seminars and conferences and establish  appointments, meetings and speaking engagements for physicians.

- Process all reimbursements incurred during trips or business meetings.

- Yearly update CV, bio sketch, DEA and medical license.

- Maintain and provide provider with CME credits.