ADMINISTRATIVE ASSISTANT

Durham, North Carolina, As a part of Duke Health’s outpatient clinic network, you will enjoy competitive compensation, comprehensive benefits plans, convenient work hours, and many opportunities for career advancement. Become a part of a team that values and invests in you.   JOB LOCATION Duke South Clinics – 40 Duke Medicine Circle, Durham, NC   JOB SUMMARY: We are seeking an  ADMINISTRATIVE ASSSITANT  within our  Duke South Clinics  located in  Durham, NC  to perform administrative responsibilities of a complex and confidential nature in support of clinical activities to maintain efficiency in organizational operations   JOB DUTIES AND RESPONSIBILITIES Apply knowledge and skills to resolve complex and routine administrative problems in conjunction with the faculty and supervisor Plan and schedule work ensuring proper communication to effectively meet the needs of day to day operations Control and maintain divisional or departmental files, reports, and correspondence required for reference and efficient operation of division or department Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations; determine which correspondence to respond to or which to bring to supervisor’s attention based on content of communication and broad knowledge of departmental programs and activities Schedule and coordinate arrangements for seminars and conferences and establish appointments, meetings, and speaking engagements for faculty Attend monthly division staff meetings, or other meetings as requested by faculty, and record minutes Responsible for ordering office supplies and tracking related expenses Coordination of departmental personnel activities including travel itineraries for faculty, parking passes, and related reimbursements Obtain complete information on incoming calls and document/route in Maestro Care appropriately Assist callers (outside medical providers, laboratories, pharmacies, and patients) or direct the caller to the appropriate person or group (Appointment center, clinic, nurse, or provider) Retrieve voicemails and record all information and return the patients call or route appropriately  Print/Route letters and clinic notes Process scheduling change forms, make sure changes are reflected in Maestro Care and QGenda Make sure patients are bumped in a timely fashion Enter scheduling inquiries and follow up if scheduling issues are not addressed, review schedules to identify cancellations and potential scheduling errors, communicate as appropriate with the scheduling center Work closely with the clinic team to ensure patient questions are answered promptly and appropriately Schedule and verify surgeries or procedures, review surgical or procedure postings for accuracy of information in the medical chart Send referrals to outside facilities as requested by faculty Upload outside medical records, request outside images and upload images Assist in the organization, management, and distribution of faxes Perform other related duties as assigned by faculty and supervisor     JOB ELIGIBILITY REQUIREMENTS High school education or equivalent.   Two years of administrative support experience of increasing variety and/or complexity    JOB HOURS: The schedule for this position is day shifts, Monday-Friday, with no weekends or holidays.     Job Code: 00004001 ADMINISTRATIVE ASSISTANT Job Level: C2   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 essential job 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.  

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