The Program Specialist will manage multiple projects that have a significant impact related to Duke Medicine affiliate sites as well as Duke's referring physicians.
The Program Specialist is responsible for planning, coordinating and participating in the establishment and operation of specialized programs or projects to support the programmatic goals of the Duke Cancer Network, Network Services, and Duke/LifePoint.
This role may be responsible for identifying and coordinating coverage for the Duke Cancer Network.
The Program Specialist will support the Network Services Associate Chief Medical Officer in all aspects of:
(1) coordinating all aspects of interaction with affiliate sites and referring physicians;
(2) managing grant and manuscript submissions;
(3) organizing affiliated and project-related information in a readily retrievable way;
(4) managing the transfer of patients and medical records to/from the referring physicians' offices/hospitals; and (5) providing for the effective and efficient administration in triaging calls from outside physicians regarding patient consults, frequently involving researching and acquiring medical records or imaging studies, and coordination of patient appointments or other services.
The Program Specialist's responsibilities will include the maintenance of timelines, schedules, and significant communication with offices of DUHS executive leadership, DUHS medical staff and key affiliate site representatives.
Plan, coordinate and administer meeting arrangements and content. Activities include developing attendees list, scheduling, confirmation of arrangements, arranging travel, preparing supporting materials, developing itineraries, preparing agendas and conducting post-meeting activities (minutes, follow-up, etc).
Prepare and amend PowerPoint presentations using content generated by self and/or others.
Maintain liaison with referring physician offices and staff and the offices and departments at Duke to coordinate program business and to accomplish program objectives; interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.
Direct involvement in development and maintenance of affiliated programs by supporting communication with hospital leadership and medical staff (both internal and external), coordination of high priority. Meetings with internal as well as external personnel; prioritization of high-level topics daily and be a significant team member in the execution of new acquisitions.
Experience or ability to quickly learn EPIC/Maestro software to view patient records and appointments.
Coordinates and manages all provider credentialing, licensure and DEA requirements at multiple affiliates in several states, assuring all providers(fellows included) are current at all times and documentation is available on file.
Maintains up to date files on quality project engagement for multiple physicians
Assures annual requirements for COI are available for the consistent and safe delivery of patient care
Managing multiple topic calendars across multiple affiliates and multiple providers that coordinate engagement with Duke providers, both DCN and main campus providers, with various activities – education, tumor board engagement, etc.
Monitor, verify reconcile actual expenditures compared to budgeted expenditures; report findings to Assistant VP Duke Cancer Network in support of effective management of financial resources
Coordinate all travel to DCN clinical sites for all DCN providers
Process travel expenses for expenses incurred for the DCN provider staff and Medical Director.
Execute Travel and Reimbursement to the cost center per policies and established timelines
Act as a liaison between the department and external groups. Serve as the principal source of information for visitors/guests
Maintain multiple, complex and demanding calendars including a Duke Cancer Network calendar and calendars for other staff related to Cancer Network, ensuring critical meetings are scheduled and business objectives are met
Coordinate Duke affiliate site candidates interview visits (including itinerary, travel and accommodation) to Duke, creating information packets, and processing expenses
COORDINATION OF FACULTY MEETINGS, CONFERENCES/CONTINUING MEDICAL EDUCATION TALKS, OTHER EDUCATIONAL ACTIVITIES AND TRAVEL
Determine Medical Directors needs for seminars, conferences, ALLIANCE audits, workshops, short courses, public events and other related programs and maintain CME hours and certificates
Maintain licensing/certification/DEA annual registrations and fees, taking responsibility for ensuring multi-state requirements for Assoc. Chief Medical Officer.
Create, distribute, and update tumor board calendars working with Duke Physicians and community contacts, taking into account vacation/holiday conflicts, national meetings.
Coordinates the quarterly faculty meetings, annual fellow orientation allowing for timely notification of participants and development of agendas, handouts, and notebooks.
Proactively and independently implements methods to assure program success, using strategies such as confirming conferences and travel arrangements the week before the conference.
Arrange transportation to and from Duke and clinical sites, Conferences, CME talks, and other sponsored activities for Duke Cancer Network physicians.
Responsible for complete travel arrangements for monthly Network meetings.
Responsible for scheduling all travel (flight/hotel/car) related to Duke Lifepoint and clinical meetings.
Provide support to all DCN providers in these matters
Responsible for managing Assoc. Chief Medical Officer's busy calendar, as well as coordinating with internal and external constituents calendar events for Duke Lifepoint, Network Services, Duke Cancer Institute, meetings with other Duke physicians.
Provide administrative assistance within the Duke Cancer Network and Network Services to support the accomplishment of program objectives
Coordinate mail, telephones, faxes, copies, etc.
Maintain files and filing, including sensitive and confidential information
Responsible for maintaining office supplies, lab coats and professional pictures of all providers
Performs floor related responsibility as assigned
Perform other related duties incidental to work described herein
Candidate must be able to work effectively in an environment of changing priorities daily
Must be self-directed, demonstrate initiative, and maturity
Ability to work independently as necessary, and demonstrate teamwork.
Ability to type and proof-read correspondence, reports and records ensuring grammatical accuracy, conformance with established procedures, and factual correctness
PC proficiency in numerous software packages to effectively manage work
Advanced experience in meeting/appointments scheduling involving many individuals, including external parties
Ability to coordinate extensive travel and conference arrangements
Excel in performing multiple projects simultaneously while re-prioritizing them, as necessary
Demonstrate pro-active skills to utilize the internet, video conferencing and other resources within and beyond Duke, as necessary, to complete tasks and support business needs
Requires exceptional organizational, communication and customer service skills
Demonstrated ability to gain the confidence and cooperation of peers
Requires proficiency on SAP.
Required Qualifications at this Level
Education and Experience:
Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program with one year of experience in program administration or event production. OR
Two years of postsecondary education with three years of experience in program administration or event production. OR an equivalent combination of relevant education and/or experience.
A bachelor's degree and DUHS experience strongly preferred
Degrees, Licensure, and/or Certification:
Knowledge, Skills, and Abilities:
See above. Creatively use PC, word processing and other office tools.
Thorough knowledge of department policies, procedures and goals.
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.
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.