Administrative Assistant - Dept of Pathology

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Duke Health Integrated Practice

 

Duke Health Integrated Practice comprises more than 110 primary and specialty outpatient clinics, extending the reach of the Duke Health mission across the state of North Carolina.

 

JOB LOCATION

Duke Health - Department of Pathology - 40 Duke Medicine Circle, Durham NC 

 

JOB SUMMARY

We are seeking an Administrative Assistant in support of Department of Pathology faculty and leadership, regularly required to resolve moderately complex (non-routine) administrative matters independently and/or with others. Problem resolution typically includes research. Tasks are typically diverse and advanced.

 

JOB DUTIES AND RESPONSIBILITIES

• Independently prepare more complex documentation, reports, charts, graphs, and spreadsheets at designated intervals and as requested.

• Coordinate special projects.

• Research budget variance and follow up to resolve issues.

• Develop advanced presentation materials.

• Prioritize and resolve inquiries (phone, e-mail, in person).

• Schedule and maintain calendar of appointments, meetings and travel itineraries, and coordinate related arrangements.

• Act as a liaison between the department and external groups.

• Explain policy/procedures to other parties based on knowledge of the company and department guidelines.

• Collect, compile and analyze moderately complex data and information.

• Perform other related duties incidental to the work described herein.

Specific to Department of Pathology, duties include:

• Support clinical and research activities:
  • Prepare materials and create reports required for medical consultative conferences
  • Order special stains, blocks required for further diagnosis on complex medical cases
  • Send cases for consults
  • Timely accession additional materials received from outside facilities for review and second opinions
  • Manage pathologists’ delayed case report and outstanding cases for all critical cases requiring provider follow up
  • Request time sensitive materials from Duke and external sources for pathology consultation
  • Provide consult status updates to the doctors, fellows and administrative team
  • Create and maintain physical and electronic records of all consults
  • Oversight of departmental loaner program (medical materials)
• Schedule and maintenance of complex faculty, academic and clinical calendars for group of approximately 10 faculty
• Independently plan and coordinate work to ensure day-to-day operational needs are met effectively.
• Plan and coordinate meetings, events, conferences or arrangements for speaking engagements; order food, supplies, equipment, etc.
• Attend division meetings or other meetings and record minutes as requested
• Coordinate outlook and Qgenda calendars; review regularly for any discrepancies
• Monitor Qgenda provider schedules; submit schedule changes to administrator and ensure consistent accuracy and minimize any scheduling errors
• Manage department academic funds
• Update/maintain CVs and biosketches for faculty
• Create, request, prepare materials for teaching, seminars, and conferences (create educational/informational materials, packets/handouts, certificates, sign-in sheets, etc.) and compile and coordinate follow-up data collection i.e. surveys/evaluations
• Create presentations for meetings, conferences, seminars
• Assist faculty with publications, obtaining research articles, and resources
• Advertise pathology courses and events
• Triage and respond to requests/queries for information
• Provide status updates to the doctors and fellows on various projects
• Coordinate various projects of financial, research or administrative n