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ADMINISTRATIVE ASSISTANT (HOSPITAL MEDICINE)

Company: Duke Health
Location: Durham
Posted on: February 16, 2020

Job Description:

Duke Regional Hospital has served Durham, Orange, Person, Granville and Alamance counties and the surrounding communities for nearly 40 years. With more than 1,900 employees, its focus is on providing outstanding medical care with compassionate, personalized service in a comfortable community hospital setting. Duke Regional Hospital has 369 inpatient beds and offers a comprehensive range of medical, surgical and diagnostic services, including orthopedics, weight-loss surgery, women's services, and heart and vascular services, and also offers care at the Duke Rehabilitation Institute and Davis Ambulatory Surgical Center. In fiscal year 2018, Duke Regional Hospital admitted 16,299 patients and had 165,953 outpatient visits in fiscal year 2017.

U.S. News & World Report ranked Duke Regional Hospital as #10 in North Carolina and #4 in the Raleigh-Durham area for 2018-19.

General Description of the Job Class

In support of the DUHS Hospital Medicine Program, encompassing multiple hospital locations, apply knowledge and skills to resolve complex (non-routine) administrative problems independently or with others. Manage office work flows by prioritizing administrative actions and communications for clinical and administrative leadership teams based on content of communication and knowledge of departmental office operations. Routinely provide high-level administrative support for the program's medical director, hospitalists, advanced practice providers, and program manager. Perform supplementary administrative tasks on behalf of program's chief, senior administrative director, and the mid-level administrative team to support program business objectives as well as operational efficiency and effectiveness.

Duties and Responsibilities of this Level

Answer and triage high-volume of incoming calls; message clinical providers via MaestroCare In-basket; sort and distribute incoming and outgoing mail; triage and route faxes to providers via Hyland On-Base faxing; submit completed faxes to appropriate agencies and attach to patient record in MaestroCare; order, issue, and maintain supply inventory.

Manage and update faculty folders and other files on shared drive in accordance with established program procedures and filing protocols; research lost or missing records; and verify information against existing records.

Manage various site-based reports related to daily census, academic productivity, and physician billing reconciliation. Ensure that projects and/or assigned project tasks are completed within established deadlines.

Lead and assist in the coordination of a variety of complex, multi-site meetings, as directed by clinical and/or administrative leadership. Schedule and maintain calendar of meeting appointments, travel itineraries, and coordinate related arrangements.

Assist with organizing and facilitating site-based meetings including development and dissemination of meeting agendas and materials, presentations, conference room reservations, catering orders, set-up of WebEx and other meeting support software, collecting and compiling data as well as other relevant information, and recording and disseminating meeting minutes.

Draft, review, and distribute site-based program correspondence and resources which may include organizational charts, letters, memos, process documents, electronic newsletters, photo business cards, program posters, provider resources, etc., using software such as Visio, Word, Excel, Power Point, In-Design, Adobe Pro, etc.

Provide support for various site-based HR-related functions including: Recruitment - coordination and preparation or itineraries, travel arrangements, interviews, and lunch/dinner arrangements, etc. General HR - tracking, updating, and managing documentation related to new hire orientation and onboarding, institutional health and safety compliance tracking, and employment files; providing administrative support for mid-year and annual reviews, and work culture activities.

Develop and enhance data storage/retrieval systems including databases. Manage, organize, and update relevant data using software and database applications including OnBase faxing, WebEx, SharePoint, MaestroCare, Microsoft Excel, Outlook, Power Point, Word, Access, and Visio, Camtasia, In-Design, Adobe Pro, Qualtrics, and other specialized applications.

Perform other related duties incidental to the work described herein.

Required Qualifications at this Level

Education:
High school education or equivalent.
Bachelor's degree preferred.

Experience:
Two years of administrative support experience of increasing variety, and/or complexity.

Degrees, Licensure, and/or Certification:
N/A

Knowledge, Skills, and Abilities:
Excellent interpersonal, as well as written and verbal communication skills to interact with a variety of personalities at all levels of the organization. Use of grammatically correct English.

Experience working in higher education and health care are preferred.

Significant experience managing complex calendars and coordinating large scale meetings and events. Experience with meeting software including video recording software such as WebEx and Camtasia is preferred.

Experience and proven ability to manage complex schedules is required including advanced skills with MS Outlook 2007/2010.

Experience preparing reports and generating complex and detailed presentations.

Experience with a variety of data processing software and relational database systems for data retrieval, analysis and reporting. Intermediate to advanced skills with MS Outlook, Word, Excel, Power Point, and Visio. Introductory to intermediate level experience with MS Access.

Experience in writing business correspondence, reports, and procedures.

Demonstrated ability to read, analyze, and interpret professional journals, technical procedures, contracts, policies, financial reports, and governmental regulations and to incorporate these into written documents as needed.

Experience with MaestroCare/EPIC, On-Base faxing, In-Design, Adobe Pro, Qualtrics, SAP/R3, API, and other Duke systems are preferred.

In-depth knowledge of organizational and department policies, procedures, and goals as well as administrative support in completing complex tasks.

Demonstrated high-level attention to detail in all aspects of work.

Understanding of basic leadership approaches such as work scheduling, prioritizing and coaching.

Proven high-level administrative and intermediary analytical skills.

Demonstrated ability to gain the confidence and cooperation of peers.

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.

Keywords: Duke Health, Durham , ADMINISTRATIVE ASSISTANT (HOSPITAL MEDICINE), Administration, Clerical , Durham, North Carolina

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