Administrative Assistant Jobs

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

• General office management: calendar management, scheduling meetings, general correspondence, and ordering supplies.
• 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.
• 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.
• 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.
• Provider administrative support for Division Chief.
• 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.

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

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