Provide comprehensive administrative support to faculty and APPs, including complex calendar management and national/international travel coordination. Manage CME accreditation, tumor board conferences, and financial tasks such as expense clearing and purchase orders.
Requirements summary
Requires a high school diploma or equivalent and at least two years of administrative experience. Preference is given to candidates with experience supporting clinical staff and coordinating large-scale meetings.
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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 the Duke Health mission across the state of North Carolina.
JOB LOCATION Duke Blood Cancer Center – 2400 Pratt St, Durham, NC 27705 JOB SUMMARY We are seeking an Administrative Assistant for the Department of Hematologic Malignancies and Cellular Therapy to assist with administrative support for 8-12 Faculty members, plus APP’s.
Coordination of CME & Tumor Board monthly/weekly conferences.
Faculty travel coordination (national & international conferences), clearing of faculty & APP expenses in concur.
Renewal of licenses, memberships.
Complex calendar for meetings with national speakers, travel accommodations.
Job duties and responsibilities
Coordinate national & international faculty travel for meetings/conferences (hotel, flight, registration, itinerary).
Coordinate travel for guest speakers to Duke for HMCT conferences.
Pay honorariums to guest speakers requiring tax ID number, submission of payment through Duke system.
CV’s / Biosketch maintenance in Duke format and NIH format.
Obtain publications from Pub Med and format for CV.
Obtain institutional support financials from grants team for NIH biosketch for NIH funding applications for research.
CV’s require faculty signature and dated yearly to send to Duke’s regulatory team.
Schedule complex meetings for team members, including colleagues from other institutions via doodle polls.
Set up zoom and send invitation out to attendees.
Obtain documents from faculty to attach.
Includes international participants, factoring time zone issues.
Obtain information from multiple sources within DCI.
Submit with multiple attachments for faculty led presentation.
Submit 15 CME Accreditation yearly packet renewals for HMCT conferences and tumor boards.
Coordinate 15 monthly/weekly CME events per month.
Create CME flier.
Email attendees.
Confirm presenters and attach presenter materials / slides prior to conference.
Request clinical slides from pathology within Duke and external medical centers.
This is done 2 weeks prior to the conference.
Request CME code and attach day of each conference for staff.
CME code cannot be provided until after the conference has concluded.
QGenda: Enter in faculty time away.
Update pager contact with changes.
Financial
Concur clearing of p card charges and reimbursements to faculty and APP’s. Record expense on CLAS spreadsheet. Verify grant expenses & code with PI and grant manager prior to reimbursement. Create purchase orders & pay invoices on PO. Order conference posters through Kinko’s for printing. Process journal vouchers. Process honorariums. License renewals & memberships. Order HMCT supplies for staff / breakroom items / computer equipment / Faculty business cards / letterhead / envelopes
Job eligibility requirements
High school education or equivalent. Two years of administrative support experience of increasing variety and/or complexity. Prefer experience working with faculty / clinical staff (APP’s) Prefer experience with large scale meeting coordination. Experience with coordinating and scheduling travel arrangements Ability to multi-task.
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.
