Administrative Assistant - Dept of Hematologic Malignancies and Cellular Therapy

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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. Take minutes or recordings as required.


• Clinical privilege renewal packets with supporting documents (CME credits, CV, License).


• Independently run reports from Duke systems for Faculty meetings, i.e. Multiple Myeloma New Patient Reports;  Clinical reports for BMT weekly meeting; .  Attach to weekly email meeting notifications.  Quarterly QA reports, review & calculate infusion data. 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.