Administrative Assistant - Dept of Hematologic Malignancies and Cellular Therapy

Job Summary

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. Coordination of CME & Tumor Board monthly/weekly conferences. Faculty travel coordination (national & international conferences), clearing of faculty & APP expenses in Concur. Renewal of licenses, memberships. Complex calendar for meetings with national speakers, travel accommodations.

Job Duties And Responsibilities

• Care for national & international faculty travel for meetings/conferences (hotel, flight, registration, itinerary).
• Care for travel for guest speakers to Duke for HMCT conferences.
• Pay honorariums to guest speakers requiring tax ID number, submission of payment through Duke system.
• CV’s / Biosketch maintenance 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.
• CV’s require faculty signature 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 and send invitation out to attendees. Obtain documents from faculty to attach. Includes international participants, factoring time zone issues.
• Take minutes or recordings as required.
• 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 to weekly email meeting notifications.
• Quarterly QA reports, review & calculate infusion data.
• Obtain information from multiple sources within DCI.
• Submit with multiple attachments for faculty led presentation.
• Submit 15 CME Accreditation yearly packet renewals for HMCT conferences and tumor boards.
• Care for 15 monthly/weekly CME events per month.
• Create CME flier. Email attendees. Confirm presenters and attach presenter materials / slides prior to conference.
• Request clinical slides from pathology within Duke and external medical centers.
• This is done 2 weeks prior to the conference.
• Request CME code and attach day of each conference for staff.
• CME code cannot be provided until after the conference has concluded.
• QGenda: Enter in faculty time away. Update pager contact with changes.
• Financial: Concur clearing of p card charges and reimbursements to faculty and APP’s. Record expense 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. License renewals & memberships. Order HMCT supplies for staff / breakroom items / computer equipment / Faculty business cards / letterhead / envelopes

Job Eligibility Requirements

• High school education or equivalent.
• Two years of administrative support experience of increasing variety and/or complexity.
• Prefers experience working with faculty / clinical staff (APP’s).
• Prefers experience with large scale meeting coordination.
• Experience with coordinating and scheduling travel arrangements.
• Ability to multi-task.

Job Hours

The schedule for this position is day shifts, Monday-Friday, with no weekends or holidays.