Administrative Assistant - Department of Pathology

Duke Health Integrated Practice is an exceptional, multi-specialty physician practice encompassing 140 clinics across North Carolina. We attract and retain premier medical professionals with competitive compensation, benefits, and a nurturing work atmosphere that unites passion and purpose.

Learn more about us: https://dhip.dukehealth.org/about-us

 

JOB LOCATION

Duke South Clinics - 40 Duke Medicine Circle

 

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 for a variety of specialties within Pathology:
  • 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