Administrative Assistant - Department of Pathology

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Duke Health Integrated Practice
Duke Health Integrated Practice comprises more than 110 primary and specialty outpatient clinics, extending the reach of Duke Health's mission across the state of North Carolina.
JOB LOCATION
Duke South Clinics - 40 Duke Medicine Circle
JOB SUMMARY
We are seeking an Administrative Assistant to perform administrative and secretarial duties of a complex and confidential nature in support of the clinical and/or research faculty in the Department of Pathology for varied clerical and administrative responsibilities and to maintain efficiency in organizational operations.
JOB DUTIES AND RESPONSIBILITIES

• Prepare materials and create reports for medical consultative conferences (further diagnosis on complex medical cases) teaching, and seminars (create educational/informational materials, packets/handouts, certificates, sign-in sheets, etc.) and coordinate all follow-up data collection i.e. surveys/evaluations.
• Research the status of consults, outstanding cases, and other time sensitive medical materials (Duke and external) and provide regular updates and or escalation to clinical staff (doctors/residents/fellows/admin team) for Pathology consultation.
• Manage pathologists' delayed case report and for all critical cases requiring provider follow up.
• Timely accession materials received from outside facilities for review and second opinions.
• Create and maintain physical and electronic copies of all consults.
• Oversight of departmental loaner programs both within Duke and with external facilities (requests/exchanges of medical materials).
• Accurately label slides and document demographic info and other specifics (slide ID #, patient age, sex, diagnosis and any comments).
• Obtain publications and research materials from various resources.
• Respond to requests/queries for information.
• Schedule/coordinate meetings/events, order food/supplies/equipment, etc.
• Preparation of presentations and publications.
• Advertise pathology courses and events.
• Provide status updates to the doctors and fellows on various projects.
• Coordinate clinical/research projects - serve as point of contact; create/maintain files, databases, reports for various projects.
• Organize and submit travel expenses for reimbursements.
• Clearing procurement card purchases.
• Clerical support for med-legal program.
• Draft or edit correspondence on behalf of doctors.
• Maintain calendars.
• Coordinate travel.
• Reserve conference rooms, meeting spaces.
• Provide general support to visitors.
• Maintain office supplies.
• Answer phones and screen calls.
• Act as the point of contact for internal and external clients.
• Maintain contact lists.
• Coordinate repairs to office equipment.
• Receive, sort and deliver mail.
• Update/maintain CVs and biosketches for faculty.
• Provide backup support to other clinical administrative staff.
• Other administrative support functions relative to those listed above.

JOB ELIGIBILITY REQUIREMENTS

• High school education or equivalent.
• Two years of administrative support experience of increasing variety and/or complexity.
• Professionalism (professional conduct, presentation, behaviors, appearance, communication skills - verbal and written).
• Critical and independent thinking skills.
• Ability to plan and prioritize.
• Ability to take initiative.
• Ability to manage time independently.
• Attention to detail.
• Ability to follow instructions.
• Ability to identify and address periphery information independently.
• Good judgement.
• Ability to provide good customer service.
• Willingness to cross-cover roles.
• Experience with Microsoft office - Word, Excel, PowerPoint, Outlook.
• Experience with Maestro/Epic, End Notes, databases.
• Some prior experience in a professional office setting where administrative skills were developed.

JOB HOURS
The schedule for this position is day shifts, Monday-Friday, with no weekends or holidays.
Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military 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.