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.

Work Performed:

Faculty Support Duties:

Scheduling and maintenance of clinical and non-clinical calendars for a group of 12 faculty members

Maintenance and reconciliation of FDA and Discretionary expense accounts

Assistance with grant, manuscript, and book chapter submissions including formatting, bibliography, End Note library creation, requests for letters of support, table or figure creation and/or formatting, site uploading and document conversion

Formatting of any requested documents

Organize and maintain faculty electronic and paper files - correspondence, credentialing, licensing and certification, reference materials, publications, memberships, FDA expenses.

Maintain CVs for all faculty in the division

Prepare and submit faculty dues, membership, travel, and reimbursement expenses.

Schedule and coordinate travel arrangements and registration for seminars and conferences. Schedule appointments and meetings with various departmental/divisional faculty, staff, vendors, and committees.

Assist with meeting agenda preparation and have available supporting documents prior to meetings.

Assist faculty in the preparation of presentations and publications.

Arrange, schedule, coordinate, and track activities for division faculty, faculty facilitators, visitors and learners.

Assist the ESPS (Equipment)committee Chair by scheduling monthly meetings

Act as key personnel in research studies according to DOCR guidelines -Complete required trainings (CITI, HSR, Data Integrity/Security, etc) and adhere to policies

Assist in data collection, create complex reports, and maintain accurate records for national registries and multi-faculty studies

Act as finance point person for the faculty members (Buy@Duke, corporate cards, and other SAP databases)

Divisional Support Activities:

Assist Division Chief with CDE productivity reporting. Use QGenda to track clinical productivity.

Gather and oversee faculty schedule requests and create preliminary clinical schedules

Reconcile CDE and OT totals for division using QGENDA and divisional spreadsheets for CDEs

Communicate with other departments on monthly basis for schedule updates

Organize congenital heart case schedule between pediatric and adult cardiac groups. Organize Eye Center Experience schedule between Anesthesia and Pediatrics as well as Anesthesia and Emergency Department

Independently generate complex and detailed presentations and reports for the Division Chief.

Collating, arranging and organizing financial information for the Division.

CME Associate for various conferences and meetings, which includes completing applications, composing faculty invitation letters, agenda creation, meeting/conference arrangements, participant correspondence, financial accounts, and all event planning aspects of the conference.

Fellowship coordinator ensuring fellowship compliance and working with all divisional fellows.

Responsible for maintaining accurate records for each fellow and overall fellowship

Coordinate applications for the following fellowship year, including recruitment, timely response of correspondence with applicants, maintain applications, create itineraries for invited applicants, and ensure compliance based on NRMP standards when making and submitting rank list

Work with fellow for orientation, didactics, evaluations, information disseminations, and graduation according todivision, department, Duke, and ACGME guidelines

Responsible for onboarding new Pediatric Anesthesia faculty members -Maintaining DMR checklist and executing all onboarding tasks

Compile information based on anesthesia records for research/QI projects and organize information

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Required Qualifications at this Level

Education/Training:

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.

Experience:

Work generally requires four years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATIONAND/OR EXPERIENCE

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Minimum Qualifications

Education

Work requires a Bachelor's degree in Business Administration, Accounting or a closely related field.

Experience

Work requires a minimum of eight years progressively responsible OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE experience in administrative management, to include proficiency in budgeting, grants and contracts, personnel supervision and space and facilities management. A Master's degree in Business Administration, Hospital Administration, Accounting or a closely related field may substitute for two years of required 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.