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SPECIAL ASSIST, CLINICAL PROGRAMS
Job Title: SPECIAL ASSIST, CLINICAL PROGRAMS
Job Code: 2260
FLSA: E
Job Level: 11
Revised Date: 09/01/2017
Job Family: JF 28
Occupational Summary
Responsible for processing all faculty and research appointments, promotions and renewals for the department. Advise the department Chair; Departmental Appointments, Promotions, and Tenure Committee; Division Chiefs and faculty on proper appointment, promotion, credentials, and visa procedures. Understand and assure departmental compliance with Duke policies and procedures to meet proper operating guidelines for recruitment.
Work Performed
Advise the department Chair; Departmental Appointments, Promotions, and Tenure Committee; Division Chiefs and faculty on proper appointment, promotion, credentials, and visa procedures.
Coordinate all faculty recruitment with Chairman and/or Division Chiefs, including conducting national searches.
Understand and assure departmental compliance with Duke policies and procedures to meet proper operating guidelines for recruitment.
Responsible for processing all faculty and research appointments, promotions and renewals for the department.
Liaison with faculty, the departmental HR and Business offices, the Office of Faculty and Academic Affairs, the Medical Staff Credentialing Office, the NC Medical Board, and the International Office and assure that all faculty and researchers comply with all requirements of these offices.
Supervise the itinerary preparation with divisional support staff to assure the candidates being recruited meet with the appropriate physicians during their interviews.
All candidates, both internal and external, must be treated as VIP's during their visit with the Department.
Responsible for preparing all faculty and international researchers offer letters for review and approval by the Chairman and in coordination with the Business Office and Division Chief(s).
Gather, prepare and submit proper visa documentation for initial visas, extensions, and green card applications to the International Office for international faculty and researchers.
Gather, prepare and submit proper documentation for clinical privileges, renewal of privileges, lifting provisional privileges and requesting additional privileges when appropriate to the Medical Staff Credentialing Office.
Gather, prepare and submit proper documentation for appointments, promotions, tenure, change of status, and resignations to the Office of Faculty and Academic Affairs.
Gather and submit proper documentation for faculty appointments and promotions to the Departmental Appointments, Promotions, and Tenure Committee.
Responsible for faculty information entered into Faculty Profile System.
Responsible for communications regarding recruitment issues with the Department Business Manager and her staff, and PDC Credentialing and Benefits.
Compile packet related to Duke University and Durham to provide to new faculty.
Compile visitors expenses for reimbursement.
Manage recruitment advertising for department.
Assist with annual clinical faculty re appointments. Coordinate the annual American Society of Anesthesiologists, Psychiatry or other Clinical specialty alumni reception(s), held at the ASA annual meeting.
Coordinate annual Lectures in conjunction with a faculty coordinator.
Provide departmental faculty update to the Medical School Bulletin.
Maintain spouse first name list.
Submit faculty wives club report with yearly updates on new faculty.
Coordinate special faculty presentations and/or recognitions throughout the year for various occasions including choosing place and ordering appropriate gifts.
Perform other related duties incidental to the work described herein.
Required Qualifications at this Level
Education/Training
Some college; degree preferred. Business/administrative experience may be substituted.
Experience
2 to 4 years business/administrative experience.
Skills
N/A
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
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.
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 essential job 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.
