SPECIAL ASSIST, CLINICAL PROGRAMS

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

• Assist with other APT functions as needed, including processing faculty appointment documentation and faculty promotions documentation during busy periods
• Handle internal and external inquiries regarding faculty affairs, by providing effective communication, ongoing follow-up, and timely resolution.

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.