Duke University is looking for a Program Specialist to provide complex, high-level administrative support to Duke Health Affiliations and Networks (DHAN). In this role, you will ensure operational continuity by coordinating provider-facing workflows, managing critical documentation, and facilitating communication across clinical, administrative, and affiliate partners, with a focus on Subspecialty & Telestroke Affiliations and Affiliate Provider Relations.
What You'll Do
- Schedule and maintain multiple challenging calendars of appointments, meetings, and travel itineraries, and coordinate related arrangements.
- Collaborate with other support staff internal and external to Duke to coordinate demanding calendars.
- Provide materials, such as agendas and presentations, in advance of meetings.
- Schedule complex travel arrangements, including ground and air transportation, and hotel arrangements for multiple leaders.
- Provide coordination and tracking for providers' medical licensure, credentialing, privileging, appointment, and reappointment processes.
- Collaborate with multiple Duke departments and divisions and external medical staff offices to support provider credentialing/privileging.
- Maintain and update Subspecialty Affiliations/Telestroke credentialing and licensing tracking documents and databases.
- Assist with gathering and reporting data including Telestroke physician satisfaction survey data, Telestroke rescue call data, and monthly telehealth Lives Touched report.
- Complete and submit technology vendor Provider Request documents for providers.
- Assist with updating meeting materials, including presentations, graphs, site assessment tools, and reports.
- Support education programs by completing draft accreditation credit applications, collecting presentations, creating brochures, and coordinating meeting logistics.
- Develop efficient ways of organizing paper and electronic information utilized by DHAN and maintain files appropriately.
- Fulfill cross-departmental duties rotated through the administrative professional team and provide back-up administrative support to other DHAN leaders as needed.
- Collaborate with supervisor and finance to obtain approval for expenses and maintain accurate cost center reconciliation and documentation.
- Reconcile corporate card transactions via Concur and assist in creating spreadsheets and reports for budget reconciliation.
- Function as a liaison between the department and external groups, representing DUHS and DHAN professionally.
- Serve on DHAN committees and/or work groups as appropriate and participate in Duke activities related to living our values.
What We're Looking For
- 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.
- Proven ability to manage multiple projects simultaneously in a fast-paced environment with frequently changing priorities.
- Self-directed and able to work independently while exercising sound judgment and initiative.
- Highly organized with strong attention to detail and excellent problem-solving skills.
- Exceptional written and verbal communication skills, including accurate typing and proofreading.
- Strong interpersonal, facilitation, and customer service skills; able to build trust and collaborate effectively with peers.
- Demonstrated knowledge of departmental policies, procedures, and goals, with the ability to provide advanced administrative support for complex tasks.
- Experience managing financial resources across diverse business activities.
- Proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint, Access, Publisher), Smartsheet, Microsoft Teams, Zoom, Duke Box, and related collaboration and videoconferencing tools.
- Ability to professionally and appropriately respond in highly public environments, both onsite and remotely to the Duke campus in potentially high-pressure situations.
Technical Stack
- Microsoft Office Suite: Outlook, Word, Excel, PowerPoint, Access, Publisher
- Smartsheet
- Microsoft Teams
- Zoom
- Duke Box
- Concur
Team & Environment
This role is part of Duke Health Affiliations and Networks (DHAN), an integral part of the Duke University Health System (DUHS).
Work Mode
This is a hybrid position.
Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military status.
