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Form of workOccupational 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 records of departmental or divisional contract and budget expenditures informing appropriate staff members of financial status of various projects and/or in matters of significant financial impact. Identify and manage potential vendors and review qualifications of each (15%):
- Assist the revenue and analytics teams by running and reconciling standard Tableau, EPIC/Radiant, and Business Objects reports for divisions and analyzing data for recommendations to leadership. Manage distribution of divisions and physician reports assuring accuracy and privacy.
- Performs data management activities, which may include maintaining and updating computerized databases, creating forms, conducting database searches and creating reports.
- Submit NC Medical Board & DEA invoices when the radiologists have renewed his/her license.
- Submit reimbursements for faculty through Concur and assure appropriate allocation of funds
Assist and advise department or division head and staff members on administrative problems. Compile reports and analyses setting forth progress, adverse trends and appropriate recommendations or conclusions. Support business operations and strategic planning with analysis and recommendations based on data (30%):
- Plan and execute strategic areas of patient safety, compliance, research, education, business strategy, IT, Imaging Service Line, clinical affairs, and faculty affairs by coordinating the various aspects of the project areas
- Serves as a liaison with other departments or external parties as necessary to accomplish objectives and/or to complete projects or assignments.
- Coordinates calendars and schedules appointments and meetings. Prioritizes requests for meetings and coordinates the necessary arrangements for meetings.
Supervise and coordinate the work of designated employees reviewing completed work for adherence to instructions or correctness. May recommend various personnel actions including, but not limited to, hiring, performance appraisals, promotions, transfers and vacation schedules (10%).
- Supports recruitment activities and logistics for visiting researchers and trainees, including scheduling interviews, lectures and meetings, making travel arrangements and coordinating honoraria.
- Leads, supports, and mentors Staff Assistants consistent with the department's strategic plan. Assure Duke Radiology, its programs, products and services are consistently presented in strong, positive images. May monitor and evaluate workflow and productivity of Staff Assistants to ensure maximum efficiency.
- Provide cross coverage support to multifunctioning team as requested.
Perform other related duties incidental to the work described herein (5%):
- Generates engaging content for website(s)/blog(s), social media, e-newsletters, video, and print materials such as brochures and flyers.
- Participates in and supports other clinical, research and educational activities across several divisions, as required, and provides general administrative support as needed.
The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Required Qualifications at this Level:
Education/Training
- Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field.
Experience
- Work requires 4 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.
- Or, any other equivalent combination of relevant education and/or experience
Skills
- Capable of performing administrative tasks with a high degree of accuracy and setting priorities to see projects through completion
- An independent worker who is also a collaborative team member
- Dedicated to providing outstanding service, producing quality work products, and maintaining an atmosphere of partnership and continuous improvement
- Able to work effectively in an energizing environment, prioritize tasks, and respond to changing priorities
Minimum Qualifications
Education
Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field.
Experience
Work requires 4 years related business or administrative experience to OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.
Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
