ADMINISTRATIVE ASSISTANT (HOSPITAL MEDICINE)
Company: Duke Health
Posted on: February 16, 2020
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
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
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
Required Qualifications at this Level
High school education or equivalent.
Bachelor's degree preferred.
Two years of administrative support experience of increasing
variety, and/or complexity.
Degrees, Licensure, and/or Certification:
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
Experience working in higher education and health care are
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
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
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
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
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
Understanding of basic leadership approaches such as work
scheduling, prioritizing and coaching.
Proven high-level administrative and intermediary analytical
Demonstrated ability to gain the confidence and cooperation of
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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