Senior Admin Asst

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 Senior Admin Assistant coordinates and participates in the planning and management of their assigned programs. This role provides coordination across multiple clinical, strategic, and educational programs in Duke Radiology. The work will vary based on the needs of individual programs and leadership. Responsibilities include supporting program operations, program events, supporting student and trainee efforts, programmatic tracking and assessment, clinical schedules and support, and providing administrative support for team and educational meetings in collaboration with faculty leaders.  This position is expected to apply knowledge and skills to resolve complex non-routine administrative problems independently, or with others, in support of an assigned group of division chiefs and vice chairs within the Radiology department. 

 

This position is hybrid offering 1-2 days remote after successful completion of the initial trial/probationary period.

 

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.  The Administrative Assistant is vital in supporting the multilevel needs of, and to maintain efficiency in, departmental operations.  The Administrative Assistant will report into an Administrative Manager.

 

Work Performed:

Interpret departmental and divisional policies and procedures, making decisions on specific operating problems and issuing instructions in the name of the department or division head. Operate with the authority to affect, interpret, or implement management policies or operating practices (20%):

• Works collaboratively with Faculty and departmental leadership to ensure the achievement of department-wide operational and financial goals/metrics. Supervises and coordinates all processes and activities in the area/functions assigned ensuring organizational guidelines and policies are followed.
• Assist the Division Chiefs and Vice Chairs in the development of metrics regarding clinical competency measures and the subsequent credentialing and recredentialling of clinical personnel.
• Manage all aspects of peer review program including tracking of all peer review cases submitted, preparing all materials including images, notes and other relevant information.
• Assist the Division Chief in clinical performance improvement activities for the Division.
• Schedule and coordinate arrangements for seminars, conferences, and/or Faculty speaking engagements; including booking space, creating itineraries, and arranging catering as appropriate. May attend meetings as requested to help set-up, welcome visitors, provide information, and/or serve as a resource person.

Independently generate complex and detailed presentations and reports (20%):

• Create and edit letters, memos, and other documents as requested.
• Maintain Division Chiefs and Vice Chairs’ CV and prepare biographical sketch which includes (but is not limited to) adding grants as they are awarded, journals, and articles as papers are written.
• Assist with the preparation of manuscripts and presentations: prepares tables, text and slides, performs literature searches as needed.
• Prepare spreadsheets from EPIC data to use for payment and revenue review
• Run and review weekend volumes using Powerscribe and offer year to year comparable analysis for department and division leadership
• Coordinate national data registry information and submission
• Create clinical calendar for faculty, fellows, residents and fellows inclusive of on-call schedules
• Compile visitors’ expenses for reimbursement.

Control and maintain rec