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 Assistant to lead and coordinate administrative clinical support staff in the Department of Neurology to achieve continuous and optimal provider support.   Provide administrative support for division chief.   Facilitate patient appointments and office/practice workflows. Requires critical thinking skillset with the ability to work independently and manage multiple priorities and deadlines.   JOB DUTIES AND RESPONSIBILITIES Team Lead for staff assistants and medical secretaries. Assign daily responsibilies of administrative clinical support for the Department of Neurology to ensure staff support deliverables are met.   Provider administrative support for Division Chief. Plan and schedule for for administrative clinical support staff ensuring proper distribution for all services.

Ensure coverage when staff assistants are out of the office, including emergency coverage during staff scheduled time off and long-term coverage for multiple areas during position vacancies. Approve leave and vacation time for staff, whil being mindful of schedules and clinic flow. Orient and train new support staff. Monitor staff training and daily hands-on instruction. Assist with FMLA review for staff. Appraise performance of staff members and develop performance plans and professional goals. Assistant Clinical Operations Manager with staff performance review.   Assist with access initiatives and special projects within the department. Submit schedule change requests and generate reports within Q-Genda.   Reschedule patients that need to be cancelled within 45 days of the clinic date.

Coordinate urgent appointment requests as directed by the providers.   Review schedules for errors and address with the appropriate department.   Obtain new patient notes and radiology images and ensure outside records are in Maestro Care for new patients, second opinions, and self-referrals prior to the appointment.   Responsible for uploading external patient images through Powershare and scanning medical records into Epic.   Submit Employee Travel & Reimbursement expenditures on behalf of providers, ensuring appropriate cost objects and GLs are used and expenditures have necessary documentation, are allowable, and are cleared by established deadlines.   Bring any questionable expenses to the attention of the Division Administrator and/or Grants and Contracts Administrator.     Review weekly reports from Employee Travel & Reimbursement, following up with corporate cardholders to ensure expenditures have necessary documentation and are cleared by established deadlines. Submit reimbursements for travel and purchase, submit check requests for faculty. General office management: calendar management, scheduling meetings, general correspondence, and ordering supplies.   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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