Duke University
Administrative Coordinator
The Administrative Coordinator in the Division of Cardiology is responsible for assisting the Director, Finance & Administration with direct support to the Associate Directors for Operations and Academic Finance, respectively, in the effective administrative and operational management in all areas of the division's teaching, research and clinical missions. This includes but is not limited to participating in the general administrative, faculty relations, human resources, and financial operations of the division. The Administrative Coordinator will also be directly responsible for the administrative support of one-two cardiology faculty leaders depending on overall scope. Work Performed: 75% - Division Operational Support Assist Associate Director, Operations in all faculty relations/APT (Appointments, Promotion and Tenure) activities to include the onboarding/offboarding of new faculty members, faculty promotions, credentialing and annual faculty evaluations. Assist the Associate Director, Operations with the tracking and completion of all faculty and staff annual compliance, effort, and research compliance requirements. Work with Division leadership to coordinate the interview process, schedules for all potential faculty recruits, and evaluations, including coordination with Duke recruitment for network affiliated sites. Maintain and update all the Division of Cardiology email listservs. Work with Division leadership to plan/coordinate various events to include annual faculty celebration, Grand Rounds, and other educational/research compliance training events. Assist the Associate Director, Academic Finance with developing, monitoring and communicating spend/burn rate each year of internal awards (e.g. Fellow awards), annual stewardship of endowed chair spending in conjunction chair holder, and internal RFPs. 25 % - Direct faculty support Provide administrative support for one to two faculty Divison vice-chiefs overseeing the Division Operational Support areas. Serve as back-up support for the Division Chief and Director, Finance & Administration. Answer and route phone calls, serve as a resource person, interview callers; answer questions concerning departmental or divisional activities or route to the appropriate place. Screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of the communication. Schedule and coordinate arrangements for seminars and conferences and establish appointments, meetings and speaking engagements for assigned faculty vice-chief(s). Process all reimbursements incurred during trips or business meetings. Yearly update CV, bio sketch, DEA and medical license. Maintain and track faculty CME credits and/or other research regulatory requirements as applicable. Required Qualifications at this Level: Education/Training: Work requires a general business background generally equivalent to a bachelor's degree in business administration, health administration, or related field of study; Experience: Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business related field may be substituted for 2 years experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. Skills: Excellent computer skills including ability to include intermediate working knowledge of Microsoft Office (Excel, Powerpoint, Outlook, Word, Visio) Provides excellent customer service to internal and external customers and maintains close liaison and positive working relationships with faculty, staff and all other employees interfacing with the Department/Division. Demonstrates high level of ethics and trust. The ability to work with multiple constituencies in a timely, professional, and effective manner. Strong oral and written communication and interpersonal skills. Ability to work independently and proactively set priorities and multi-task. 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.
The Administrative Coordinator in the Division of Cardiology is responsible for assisting the Director, Finance & Administration with direct support to the Associate Directors for Operations and Academic Finance, respectively, in the effective administrative and operational management in all areas of the division's teaching, research and clinical missions. This includes but is not limited to participating in the general administrative, faculty relations, human resources, and financial operations of the division. The Administrative Coordinator will also be directly responsible for the administrative support of one-two cardiology faculty leaders depending on overall scope. Work Performed: 75% - Division Operational Support Assist Associate Director, Operations in all faculty relations/APT (Appointments, Promotion and Tenure) activities to include the onboarding/offboarding of new faculty members, faculty promotions, credentialing and annual faculty evaluations. Assist the Associate Director, Operations with the tracking and completion of all faculty and staff annual compliance, effort, and research compliance requirements. Work with Division leadership to coordinate the interview process, schedules for all potential faculty recruits, and evaluations, including coordination with Duke recruitment for network affiliated sites. Maintain and update all the Division of Cardiology email listservs. Work with Division leadership to plan/coordinate various events to include annual faculty celebration, Grand Rounds, and other educational/research compliance training events. Assist the Associate Director, Academic Finance with developing, monitoring and communicating spend/burn rate each year of internal awards (e.g. Fellow awards), annual stewardship of endowed chair spending in conjunction chair holder, and internal RFPs. 25 % - Direct faculty support Provide administrative support for one to two faculty Divison vice-chiefs overseeing the Division Operational Support areas. Serve as back-up support for the Division Chief and Director, Finance & Administration. Answer and route phone calls, serve as a resource person, interview callers; answer questions concerning departmental or divisional activities or route to the appropriate place. Screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of the communication. Schedule and coordinate arrangements for seminars and conferences and establish appointments, meetings and speaking engagements for assigned faculty vice-chief(s). Process all reimbursements incurred during trips or business meetings. Yearly update CV, bio sketch, DEA and medical license. Maintain and track faculty CME credits and/or other research regulatory requirements as applicable. Required Qualifications at this Level: Education/Training: Work requires a general business background generally equivalent to a bachelor's degree in business administration, health administration, or related field of study; Experience: Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business related field may be substituted for 2 years experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. Skills: Excellent computer skills including ability to include intermediate working knowledge of Microsoft Office (Excel, Powerpoint, Outlook, Word, Visio) Provides excellent customer service to internal and external customers and maintains close liaison and positive working relationships with faculty, staff and all other employees interfacing with the Department/Division. Demonstrates high level of ethics and trust. The ability to work with multiple constituencies in a timely, professional, and effective manner. Strong oral and written communication and interpersonal skills. Ability to work independently and proactively set priorities and multi-task. 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.