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 1,048 licensed inpatient beds and offers comprehensive diagnostic and therapeutic facilities, including a regional emergency/trauma center; a major surgery suite containing 65 operating rooms; an endo-surgery center; a separate hospital outpatient surgical department with nine operating rooms and an extensive diagnostic and interventional radiology area.

For 2021-2022, U.S. News and World Report ranked Duke University Hospital nationally in 11 adult specialties: cancer, cardiology & heart surgery, diabetes & endocrinology, ear, nose & throat, gastroenterology & GI surgery, gynecology, neurology & neurosurgery, ophthalmology, orthopedics, pulmonology & lung surgery, and urology. Duke University Hospital is also ranked first in North Carolina and first in the Raleigh-Durham area.

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.

Serve a large organization as an Administrative Assistant 1 for Graduate Medical Education (GME), specializing in compliance and verifications. Managing and monitoring GME Trainee records (~1200) to maintain Hospital compliance regulations. Manage the process for loan forbearance (~100/year) for all active and former GME Trainees. Responsible for production of completion of training certificates which required verification of trainees' department of training, period of training, rank and status at the completion of the program.

These responsibilities require strong, detail-oriented direct customer service skills and the ability to work professionally, confidentially, and efficiently in a time-pressured, complex environment.

• 70% Manage compliance and record maintenance for all GME Trainees

• Apprise Duke Hospital Leadership, Program Coordinators, Program Training Directors and Department Chair immediately of Trainee compliance issues

• Manage compliance process to ensure all Trainees remain compliant in life support (ACLS/PALS) and maintain certification in OESO, LMS and OGME training as required by Duke Hospital policy, TJC, CMS and OSHA regulations. Coordinate the communication process to clarify any missing required compliance documentation/information and ensure this information is stored in the residency management system for easy retrieval

• Assist Manager of Accreditation with Program Letters of Agreement (PLA) documentation signatures and completion updating database for tracking

• Accurate filing of all trainees' compliance paperwork, i.e. license, life support cards, USMLE scores

• Educate and encourage Program Coordinators in methods to proactively assist their trainees in remaining compliant with all requirements.

  • Manage accessibility process of stored files, both electronic and hard copy.

  • Maintain database of files stored and ensure access to old files as appropriate

  • Assist GME Director and Office Manager as needed

  • Generate reports as required and requested

• 30% Office Responsibilities

• Answer Graduate Medical Education office main telephone line and directs calls appropriately

• Ordering office supplies for the office and the GME Trainee workroom and ensuring that all business machines work properly

• Processing procurement card charges for GME office staff

• Assist in management of Graduate Medical Education email box and forwards emails to appropriate staff members as needed

• Work with the Registrar, MedHub Coordinator, and HR Specialist to process the data for printing, proofing and final distribution of training certificates

• Execute the annual GME Trainee termination process in tandem with GME Office

• Manager and GME team.

• Process loan forbearance and deferment forms and add verification information, if needed.

• Work independently or as a team member on office projects as assigned

• Act as a liaison between the department and external groups

• Provide customer service and assistance for multiple constituents

• Manage process by which GME trainees are terminated from Duke systems after completion of training in partnership with program coordinators

• Organize and manage the preparation of all orientation materials provided to approximately 400 new GME trainees each year

• Assist Accreditation Manager by creating, tracking and scheduling feedback session appointments for approximately 110 accredited and 128 internally sponsored programs

• Track program coordinator attendance at monthly meetings and investigate discrepancies and follow up as necessary with appropriate GME staff member

• Provide back-up to registrar for all incoming requests for verification of training of past and current trainees as well as GME coordinator for trainee call rooms and fitness center.

Minimum Qualifications

Education

High school education or equivalent.

Experience

Two years of administrative support experience of increasing variety and/or complexity

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.

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About Duke University Health System

As a world-class academic and health care system, Duke Health strives to transform medicine and health locally and globally through innovative scientific research, rapid translation of breakthrough discoveries, educating future clinical and scientific leaders, advocating and practicing evidence-based medicine to improve community health, and leading efforts to eliminate health inequalities.

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