This role involves performing complex and confidential administrative and secretarial duties to maintain departmental efficiency, including composing correspondence, managing calendars, and coordinating travel for providers in the Neurosurgery/Spine division. Key duties also include managing new faculty coordination, handling intricate scheduling for providers and procedures, and processing medical records and expense reports.
Requirements summary
Candidates must possess a high school diploma or equivalent education, along with a minimum of one year of experience in clerical or general office support. The position requires strong critical thinking skills to manage multiple priorities independently while supporting division chiefs and faculty.
At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together. Duke Health Integrated Practice Duke Health Integrated Practice comprises more than 110 primary and specialty outpatient clinics, extending the reach of the Duke Health mission across the state of North Carolina.
JOB LOCATION Duke Clinic - 200 Trent Dr, Durham, NC 27710 JOB SUMMARY Perform administrative and secretarial duties of a complex and confidential nature in support of departmental or divisional activities and maintain efficiency in organizational operations.
Requires critical thinking skillset with the ability to manage multiple priorities and deadlines while working independently to support providers within the Critical Care division, including the division chief.
JOB DUTIES AND RESPONSIBILITIES Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations.
Critical thinking analysis to determine which correspondence to respond to or which to bring to manager’s attention based on content of communication and broad knowledge of division/department programs and activities.
Coordinator for new faculty and fellowship candidates for the division.
Responsibilities include obtaining applications for candidates, coordinating visit arrivals, obtaining access/clearance to patient areas within Duke, preparing ID badge applications, and ensuring visitors meet with appropriate physicians.
Responsible for calendar management, travel arrangements, and scheduling meetings for the Chief of Spine, Division Administrator, and assigned faculty in the Spine division.
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.
Schedule and coordinate arrangements for seminars, conferences, and speaking engagements for providers.
Attend meetings to take minutes, provide information, and serve as a resource person.
Coordinate both inpatient and outpatient provider schedules and communicate to providers within the division.
Liaison for administrative personnel and external agencies concerning Spine scheduling guidelines and divisional policies and procedures.
Manage new patient scheduling for Spine Care referrals.
Ensure outside records are in Maestro Care for new patients, second opinions, and self‑referrals prior to the appointment.
Schedule and verify surgeries or procedures, review surgical or procedure postings for accuracy of information in the medical chart.
Responsible for uploading external patient images through Powershare and scanning medical records into Epic.
Submit schedule change requests using ServiceNow and 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.
Coordinate coverage when out of the office.
Assist division with coordination and completion of FMLA and disability forms, dependent upon inpatient and outpatient.
Respond to In‑basket messages in accordance with departmental protocols.
Review open encounter reports weekly.
JOB ELIGIBILITY REQUIREMENTS High school diploma or equivalent education required.
One-year experience of clerical or general office support required.
2 years administrative experience preferred, including at least 1 year of patient scheduling experience 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.
