Program Specialist

Duke Careers•Durham, NC

1d•Hybrid

About The Position

Provide complex, high-level administrative support to a department or group of professionals and leaders. Apply knowledge and skills to resolve complex administrative problems independently or with others. The Program Specialist plays a critical role in supporting the operational and administrative continuity of Subspecialty & Telestroke Affiliations, and Affiliate Provider Relations by ensuring timely coordination of provider-facing workflows, accurate documentation management, and effective communication across clinical, administrative, and affiliate partners.

Requirements

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 of correspondence, reports, and records
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
Physical abilities to complete job duties under prescribed environmental and working conditions
Individual should have the ability to be flexible and adaptable in a changing work environment

Responsibilities

Schedule and maintain multiple challenging calendars of appointments, meetings, and travel itineraries, and coordinate related arrangements
Regularly collaborate with other support staff internal and external to Duke to coordinate demanding calendars, while ensuring that critical meetings are scheduled allowing leaders to meet business objectives
Schedule meetings timely and accurately, with notification to the team if attendance availability changes
Provide materials, such as agendas and presentations, in advance of the meeting
Proactively identify scheduling conflicts and provide suggestions for resolution with the leader in a timely manner
Schedule complex travel arrangements, including ground and air transportation, commercial and private, hotel arrangements for multiple leaders. Responsibilities include management and oversight of all travel accommodations to ensure smooth travel plans.
Provide coordination and tracking for providers' medical licensure, credentialing, privileging, appointment, and reappointment processes to ensure items are completed in a timely manner while maintaining confidentiality
Collaborate with multiple Duke departments and divisions to support provider credentialing/privileging
Collaborate with multiple external medical staff offices to ensure timely provider credentialing and privileging
Maintain and Update, with accuracy, Subspecialty Affiliations/Telestroke credentialing and licensing tracking documents and databases
Proactively identify credentialing/licensure/appointment process deviations and notify the Associate Director/Director, Subspecialty Affiliations/Telestroke immediately
Assist with gathering and reporting data including but not limited to: Monthly Telestroke physician satisfaction survey data, Telestroke rescue call data, 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 as requested
Support education programs
Complete the first draft of the joint accreditation credit application
Collect and submit presenter(s) presentation(s)
Create and obtain approval of brochures, including Duke Marketing approval as appropriate
When requested, distribute brochures and reminders to potential participants as instructed
Coordinate meeting logistics, which include but are not limited to audio/visual needs, handout preparation, arrangement for meals/ refreshments as required, management and ownership of meeting space logistics and virtual attendee links
Develop efficient and effective ways of organizing paper and electronic information utilized by DHAN
Maintain files appropriately, including sensitive and confidential information
Responsible for one or more routine office administrative responsibilities, which may include but are not limited to
Fulfill cross-departmental duties rotated through the entire administrative professional team
Provide back-up administrative support to other DHAN leaders as needed
Collaborates with supervisor and finance to obtain appropriate approval for expenses and maintains accurate and timely cost center reconciliation and documentation
Reconcile corporate card transactions timely via the Travel and Reimbursement tool in Concur
Assist in the creation of spreadsheets and reports for reconciliation of expenditure of budgeted funds as appropriate
Utilize Duke resources, including a procurement card, within health system requirements/policy
Function as a liaison between the department and external groups.
Represents DUHS and DHAN as customer-friendly to affiliate sites and internal customers. Interactions with others are consistently professional and courteous with a welcoming attitude conveyed to all
With supervisor approval, serve on DHAN committees and/or work groups as appropriate
Actively participate in Duke activities related to living our values and Better Together. Create a supportive team environment and provide high-quality customer service for both internal and external team members and customers
Address all customer service requests, with a warm handoff if not in the scope of the current position
Develops, finalizes with supervisor, and achieves individual goals for professional development
Completes timely self-assessment quarterly in advance of performance coaching discussions
Perform other related duties incidental to the work described herein.