Special Assist, Clinical Programs

Position: SPECIAL ASSIST, CLINICAL PROGRAMS
School of Medicine Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe.

Composed of more than 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Job Summary

Provide high-level administrative support for the complex operations of the Department of Medicine's Appointments, Promotions, and Tenure (APT) processes. This role ensures the seamless execution of essential activities by managing diverse administrative responsibilities, and supporting the APT team in achieving objectives efficiently. This position will report directly to the APT Administrative Coordinator.

The Special Assistant will collaborate with faculty, divisional administrators, and external stakeholders to streamline the faculty onboarding and credentialing processes and to ensure timely, compliant hires. This role oversees the onboarding and credentialing processes for new faculty, works closely with the Credentialing Verification Office and Medical Staff Offices on issues or changes in credentialing and privileging new faculty. This role provides strategic communication, policy updates, and administrative support to maintain alignment with Duke standards and enhance operational efficiency.

Duties and Responsibilities

Faculty Onboarding

* Coordinate faculty recruitment and onboarding efforts in collaboration with Division Chiefs, Division Administrators, and other internal partners. Ensure departmental compliance with Duke policies and procedures to support proper onboarding operations and alignment with institutional guidelines.

* Manage candidate onboarding data in Smartsheet and University tools, ensuring accuracy, consistency, and alignment with institutional standards and departmental workflows.

* Support other coordinators and special assistants with documentation preparation and onboarding activities during peak times.

Faculty Credentialing

* Provide all primary support of 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 (CVO) and Medical Staff Office (MSO) 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 (PRMO) to ensure enrollment occurs with the government and managed care payors by provider's start date

* Enter faculty salaries, moving bonus, and sign-on bonus payments in iForms;
Track salary/payment approval process through all channels including Department, School of Medicine, Human Resources and Payroll to ensure provider will be paid on time

* Troubleshoot issues that arise with iForms, faculty payments, bonus payouts

* Communicate and work with Division personnel, CVO, and MSO to create solutions to problems

* 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.

Faculty Reappointment

* Lead and manage the annual faculty reappointment process for assigned divisions, ensuring accuracy, completeness, and compliance with School of Medicine APT policies, institutional guidelines, and regulatory requirements.

* Serve as the primary liaison between divisions, departmental leadership, and SOM Faculty Affairs to coordinate submission timelines, resolve discrepancies, and ensure all required documentation is submitted accurately and on time.

* 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, timelines, documentation standards, and procedural expectations to ensure compliance with SOM APT policies.

* Manage and oversee the full reappointment communication process, including the preparation, coordination, distribution, and tracking of faculty reappointment letters to ensure timely and accurate delivery.

Administrative Support

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