STAFF SPECIALIST

Duke Careers - Durham, NC4.1

Full-timeEstimated: $65,000 - $84,000 a year
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School of Medicine:
Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health . Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Brain and Spine Metastases Program Administrator Job Description :

Occupational Summary : In support of the physician and administrative leadership of the Duke Center for Brain and Spine Metastasis, a Translating Duke Health Initiative, apply knowledge and skills to resolve complex, non-routine administrative problems independently and with others.

Scope : Work with leadership across multiple Clinical and Basic Science Departments and Divisions, including Medical Oncology, Radiation Oncology, Neurosurgery, and Palliative Care, as well as the Duke Cancer Institute, Duke School of Medicine and Duke University Health System to provide administrative and programmatic support for the Duke Center for Brain and Spine Metastasis.

Programmatic Support : (45%)
On behalf of the Duke Center for Brain and Spine Metastasis Medical Director, organize and manage multiple steering and sub-committee meetings involving highly complex calendars of key individuals across Duke Health. Independently compile and distribute meeting agendas and minutes. Monitor progress on action items.
Independently prepare complex documentation, reports, spread sheets for the Center, administrative and physician leadership as requested. Compile clinical and scientific information provided by physician leaders to draft abstracts and posters for presentations.
Compose, proofread and edit formal correspondence, memoranda and short reports for internal and external circulation. Assemble attachments and corresponding material. Review outgoing material for completeness, dates and signatures.
Act as a liaison and host to Center’s international and national visitors and invested professors for regular seminars and lecture series. Coordinate visitor’s itinerary and travel logistics including their travel, transportation and lodging. Organize and communicate seminars.
Under limited direction, coordinate the Annual Programmatic Retreat including venue reservation, ordering food, developing program materials and coordinating visits for invited speakers. Manage expenses to ensure they do not exceed an annual budget of $50,000.
Independently coordinate public relations activities on behalf of administrative and physician leadership by developing brochures, newsletters and other promotional materials, preparing press releases and responding to inquiries, in conjunction with DCI and DUHS communications
Manage the Center’s calendar of events and Center communication.

Clinical Support : (30%)
Develop template for corresponding with referring physicians after Duke visit to include pertinent clinical information from Medical Oncology, Neurosurgery, Radiation Oncology and Palliative Care. In collaboration with the New Patient Coordinator, monitor status of new patient visits to ensure correspondence is sent by Duke physicians to referring providers in a timely fashion.
Coordinate relationships with external medical community (local, regional and national) to deliver seamless model of access and care for new patients, referring MDs and patients’ families.
Establish the list of patients to be presented at tumor board; validate all necessary lab, imaging, and other clinical documentation is available.
Assist with Center website development and maintenance, including identifying new stories to highlight Center activities and achievements, developing new patient information and education tools, and updating clinical information on behalf of physician leaders. Monitor the accuracy of marketing and web representation of the Center and the Center faculty.

Administrative Support for Medical Director of the Brain and Spine Metastases Program (25%)
(Carey K. Anders, MD)

Assist in managing provider’s schedule/calendar:
Schedule and coordinate teleconferences
Send invites and help develop agendas
Order food for meetings as needed
Place out of town conflicts on calendar and cancel clinics if needed
Troubleshoot conflicting meetings and help provide alternate options
Place clinics, inpatient schedule, vacation on schedule
Coordinate travel for provider including registration, airfare, hotel, ground transportation and process reimbursements upon return
Order business cards and office supplies as needed
Maintain CV, Biosketch, Scholars at Duke and other Duke listings
Maintain provider CME; maintain annual renewal for professional organization and medical board licensure
Department mail pick up.
Interface with clinical support team to ensure patient correspondence, refills, letters are completed in timely manner
Telephone support – obtain complete information from incoming calls from patients and providers
Route call or message to appropriate center, provider or clinic
Retrieve voicemails daily, record all information and route accordingly
Enter phone message into Maestro Care if patient-related

Minimum Qualifications
Education
Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of post secondary education.
Experience
Work generally requires four years of clerical or research experience to acquire strong skills in administrative or project research responsibilities as well as accepted office management, communications and research practices.A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Duke University 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 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.