Administrative Assistant - Dept of Hematologic Malignancies and Cellular Therapy

Duke Careers•Durham, NC

3d•Onsite

About The Position

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. This role involves the coordination of CME & Tumor Board monthly/weekly conferences, faculty travel coordination (national & international conferences), clearing of faculty & APP expenses in concur, renewal of licenses and memberships, and managing complex calendars for meetings with national speakers, including travel accommodations.

Requirements

High school education or equivalent.
Two years of administrative support experience of increasing variety and/or complexity.
Ability to multi-task.

Nice To Haves

Experience working with faculty / clinical staff (APP’s)
Experience with large scale meeting coordination.
Experience with coordinating and scheduling travel arrangements

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.
Maintain CV’s / Biosketch 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.
Ensure CV’s are signed by faculty 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 meetings and send invitations to attendees.
Obtain documents from faculty to attach to meeting invitations, including for international participants, factoring in time zone issues.
Take minutes or recordings as required for meetings.
Manage 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 reports to weekly email meeting notifications.
Review and calculate quarterly QA reports and infusion data.
Obtain information from multiple sources within DCI for faculty-led presentations.
Submit 15 CME Accreditation yearly packet renewals for HMCT conferences and tumor boards.
Coordinate 15 monthly/weekly CME events per month.
Create CME flyers and email attendees.
Confirm presenters and attach presenter materials / slides prior to conference.
Request clinical slides from pathology within Duke and external medical centers two weeks prior to the conference.
Request CME code and attach day of each conference for staff.
Enter faculty time away in QGenda.
Update pager contact with changes in QGenda.
Process Concur clearing of p-card charges and reimbursements to faculty and APP’s.
Record expenses 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.
Process license renewals & memberships.
Order HMCT supplies for staff / breakroom items / computer equipment / Faculty business cards / letterhead / envelopes.