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Job Details:
Position Name : Administrative Assistant
Location: 2301 Erwin Road, Durham, NC 27710
Job ID : 7b9b445bcbaa7154
Description : Duke University Hospital is consistently rated as one of the best in the United States and is known around the world for its outstanding care and groundbreaking research. Duke University Hospital has 957 inpatient beds and offers comprehensive diagnostic and therapeutic facilities, including a regional emergency/trauma center; a major surgery suite containing 51 operating rooms; an endo-surgery center; an Ambulatory Surgery Center with nine operating rooms and an extensive diagnostic and interventional radiology area. In fiscal year 2018, Duke University Hospital admitted 42,916 patients and had 1,085,740 outpatient visits in fiscal year 2017.
U.S News & World Report named Duke University Hospital #1 in North Carolina and #1 in the Raleigh-Durham area in 2018-19.
Duke University Hospital is ranked in the top 20 nationally for seven adult specialties, including cardiology and heart surgery, nephrology, ophthalmology, orthopedics, pulmonology, rheumatology, and urology.
In addition to its hospitals, Duke Health has an extensive, geographically dispersed network of outpatient facilities that include primary care offices, urgent care centers, multi-specialty clinics and outpatient surgery centers.
Duke University Hospital
Department of Nutrition Services
Administrative Assistant
Job Code: 4001 Pay Band: C2 Status: Non-exempt
Position summary
In support of a department or group of professionals, regularly required to resolve moderately complex (non-routine) administrative problems independently or with others. Problem resolution may include research. Tasks are typically diverse and advanced.
Hours
Primary hours will be Monday-Friday, 8am-4:30pm, with a 30-minute lunch break. Hours may vary if departmental needs arise, but must be pre-approved by the Director of Nutrition Services.
Specific Job Responsibilities and Standards:
In addition to tasks outlined in the Administrative Clerk description, examples of work at this level may typically include some combination of the following:
Independently prepare complex documentation, reports, charts, graphs and spreadsheets at designate intervals and as requested.
Coordinate special projects for the department, including seminars, retirement parties and retreats in addition to participating in hospital-wide initiatives.
Research cost comparison data on department supplies, furniture, food and other items.
Prioritize and resolve inquiries via phone and email from members of the department and external groups.
Schedule and maintain calendar of appointments, meetings and travel itineraries, and coordinate related arrangements for Director of Nutrition Services.
Coordinate travel arrangements and schedules for interview candidates as well as escorting them, making lunch reservations and preparing a folder with DUH, Durham and other related information.
Coordinate the on-boarding process of new employees, including but not limited to: enrolling them in orientation classes, assisting in the DUH credentialing process, preparing personnel files and orientation manuals, assisting them with the scheduling of such appointments as EOHW and Nursing Payroll, complete forms for them to obtain an ID badge, pager, parking pass etc.
Manage Directors Procurement Card transactions – Submit and Clear Expense Reports.
Complete Engineering & Operation service requests for Director and others as needed.
Prepare forms for employees in transition periods such as medical leave, termination and transfer.
Communicate with department regularly via a monthly newsletter, emails and other forms of communication.
Assist clinical staff in maintaining current licenses and certification, according to state and national boards.
Monitor and record monthly attendance records for clinical staff to ensure they meet hospital standards.
Maintain accurate personnel files of all clinical staff according to Joint Commission Standards.
Act as a liaison between the department and other external groups.
Consistently update policy/procedures for the department and maintain up-to-date manuals and other resource books. Explain policy/procedures to other parties based on knowledge of company and department guidelines.
Collect, compile and analyze moderately complex data and information.
Perform other related duties incidental to the work described herein.
Keep informed of major life events taking place within the clinical staff and respond appropriately and according to department policy/procedures.
Behavior Standards:
Excellence – We strive to achieve excellence in all that we do.
Standards:
Acts – and makes decisions – in the best interests of patients and their loved ones, and willingly accepts accountability for outcomes.
Improves performance that enhances patient care and advances individual, team and organizational goals.
Effectively uses DUHS resources (time, budget and property) to support optional patient care and operational performance while adhering to organizational policies and procedures.
Seeks opportunities to improve service provided to patients and their loved ones related to clinical care and support.
Safety – We hold each other accountable to constantly improve a culture that ensures the safety and welfare of all patients, visitors and staff.
Standards:
Strictly adheres to all established patient, staff and faculty safety procedures.
Contributes to an environment of safety and security for patients and staff through individual actions.
Speaks up about all risk of harm; reports patient, staff safety or injury events within twenty-four hours of incident or awareness of incident.
Actively participates in all mandatory patient and staff safety training.
Integrity – Our decisions, actions, and behaviors are based are based on honesty, trust, fairness, and the highest ethical standards.
Standards:
Is truthful and honest with patients, their loved ones, and co-workers, and consistently exhibits actions that reflect our values.
Is accountable for actions and decisions involving patient care or other operational activities, and strives to learn and improve from experience.
Follows through on commitments made to patients, visitors, co-workers, and others.
Conducts work positively while doing so in full compliance with all organizational policies, procedures, expectations and patient-centered values.
Diversity – We embrace differences among people.
Standards:
Applies cultural understandings and sensitivities to enhance patient care, and improves interactions with people of diverse backgrounds.
Treats all individuals – patients, visitors and co-workers – with courtesy, dignity and respect.
Contributes to a work environment that is welcoming to all – whether patients, visitors, staff or faculty.
Demonstrates a sensitivity and awareness of the needs of a diverse workforce and patient population.
Teamwork – We have to depend on each other and work well together with mutual respect to achieve common goals.
Standards:
Willingly shares expertise and information with others to improve patient care, unit or departmental performance without compromising individual responsibilities.
Celebrates the accomplishments of others in making a difference in the lives of patients and the success of the organization.
Takes ownership of decisions made by specific patient care or project teams, and team leaders, and the individual role needed to support them.
Manages multiple demands while maintaining quality and courtesy; acknowledges and resolves patient or visitor issues.
Physical and mental requirements :
Able to independently seek out resources and work collaboratively to solve complex problems
Able to communicate clearly with patients, families, visitors, physicians, administrators, leadership, and others.
Able to use sensory and cognitive functions to process and prioritize information.
Able to use fine motor skills
Able to record activities, document assessments & interventions; prepare reports and presentations;
Able to use computer and learn new software programs
Able to withstand prolonged standing and walking with the ability to move or lift at least fifty pounds
Able to remain focused and organized
Able to work collaboratively with all levels of personnel
Required Qualifications at this Level
Education
High school education or equivalent.
Experience
Two years of administrative support experience of increasing variety and/or complexity.
Knowledge, Skills, and Abilities
Creatively uses PC, word processing and other office tools.
Thorough knowledge of department policies, procedures, and goals.
Job Code: 00004001 ADMINISTRATIVE ASSISTANT
Job Level: C2
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 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.
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