ADMINISTRATIVE SPECIALIST

School of Medicine Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

 

Occupational Summary:

 

Radiation Oncology is in search of a candidate to join our administrative team. The ideal candidate will be a self-starter with an appreciation for working collaboratively.

The working title for this role is Administrative Specialist with an official Duke title of HR Specialist.

 

 

Work Performed:

 

Human Resources support-60%

• Serve as payroll representative for department’s DUHS employees. Assist DUHS staff with FMLA and other leave requests.  Act as onboarding coordinator for this pay point.           
• Manage the visiting observers and shadow request process for the department. Inform department sponsor of all requirements and guidelines. Provide forms to individuals requesting the opportunity.                      
• Serve as the departments access and key manager. Request access for new employees and visitors and when needed, replacements for current faculty and staff. Sign off on rekey request for the department. Serve as back up key manager for department space in LSRC and other research buildings.  

 

• Facilitate the onboarding of new Advance Practice Providers for Duke main and DRaH. Initiate offboarding for exiting APPs. Update status in DMR for incoming and exiting APP’s.                                           
• Maintain department org chart, email groups and list servs.
• Inform Communication Strategist of new job postings for update of department website/Share Point.
• Maintain department E-personnel files.
• Collaborate with hiring managers for the onboarding and hiring of student employees.
• Assist HR manager as needed with credentialing and hiring process for incoming faculty.                   

 

                                                                                      

Department Finance Operations-15%

• Prepare and upload routine Journal Voucher entries;
• Prepare entries for monthly accruals including physician incentives, taxes and outstanding invoices. 
• Run SAP accounting reports.
• Track computer and tech purchase orders for physicians and staff. 
• Prepare monthly outreach billing per contract for physician services- Professional Service Agreements, Physicists and Therapists. Post payments, and prepare deposits.
• Facilitate routine monthly accounting process completion including FAM validation.
• Assist Sr. Business Manager with routine monthly reporting including Clinical Trials spending. 

 

Provide Administrative support- 25%

• Manage CAO’s calendar-setup virtual meetings via Zoom, coordinate times admin support for other attendees
• Organize large virtual and in-person meetings with physicians and staff (CAO)
• Assist with clerical duties as requested.  
• Maintain supplies for the Business Office suite                                                 

This is not an exhaustive list of job responsibilities for this position.

 

Preferred Qualifications/Skills: 

• Intermediate level skills with MS Office suite particularly Excel.
• Able to successfully utilize and schedule using Zoom and other virtual meeting platforms.  
• Proficient user of MS Outlook calendaring function.
• Experience with calendar tools for time management for example Doodle MS Outlook.
• Ability to navigate SAP in support of financial activities.

 

 

 

Minimum Qualifications

 

 

Education

Work requires knowledge of basic communications, research and education. mathematical principles normally acquired through a high school

 

Experience

 

Work requires the ability to review, maintain, research, and report on OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE human resource and payroll information/activities generally acquired through five years of related experience.

 

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.