Duke University is hiring a Special Assistant, Clinical Programs to provide high-level administrative support for the complex operations of the Department of Medicine's Appointments, Promotions, and Tenure processes. You will join an inclusive community built on collaboration, innovation, and belonging, ensuring the seamless execution of essential faculty activities.
What You'll Do
- Coordinate faculty recruitment and onboarding efforts in collaboration with Division Chiefs, Division Administrators, and other internal partners.
- Manage candidate onboarding data in Smartsheet and University tools, ensuring accuracy, consistency, and alignment with institutional standards.
- Provide primary support for new faculty in the Duke University Hospital and DHIP credentialing process from start to finish.
- Serve as lead liaison between divisions, the Credentialing Verification Office, and Medical Staff Office to ensure providers are credentialed by their start date.
- Complete New Provider Notification forms for new faculty and submit to Revenue Manager for review; submit complete enrollment packets to the Patient Revenue Management Organization.
- Enter faculty salaries, moving bonus, and sign-on bonus payments in iForms; track salary/payment approval process through all channels.
- Troubleshoot issues that arise with iForms, faculty payments, and bonus payouts.
- Monitor DEA and NC Medical License renewals.
- Work with divisions, faculty, CVO, and MSO to address outstanding items listed on the Credentialing and Privilege portals to ensure compliance.
- Lead and manage the annual faculty reappointment process for assigned divisions, ensuring accuracy, completeness, and compliance with School of Medicine APT policies.
- Serve as the primary liaison between divisions, departmental leadership, and SOM Faculty Affairs to coordinate submission timelines and resolve discrepancies.
- Oversee data integrity and reporting within dFac, iForms, and institutional systems to support reappointment actions, audits, and compliance reviews.
- Provide subject-matter expertise and guidance to Division Chiefs and Division Administrators regarding faculty reappointment requirements.
- Manage and oversee the full reappointment communication process, including the preparation, coordination, distribution, and tracking of faculty reappointment letters.
- Assist with other APT functions as needed, including processing faculty appointment and promotions documentation during busy periods.
- Handle internal and external inquiries regarding faculty affairs by providing effective communication, ongoing follow-up, and timely resolution.
Technical Stack
- Smartsheet
- iForms
- dFac
Team & Environment
This role reports directly to the APT Administrative Coordinator.
Benefits & Compensation
- Compensation range: USD $48,960.00 to USD $77,928.00
- Comprehensive and competitive medical and dental care programs
- Generous retirement benefits
- Wide array of family-friendly and cultural programs
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.
