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 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Job Summary

Supports faculty recruitment, onboarding, and credentialing across the Department of Medicine by coordinating with division leaders and institutional partners to ensure timely, compliant hires. Oversees the drafting of faculty offer letters, manages candidate records in the Duke Medicine Recruitment (DMR) system, and serves as the primary liaison for credentialing, reappointments, and adjunct appointments. Provides strategic communication, policy updates, and administrative support to maintain alignment with Duke standards and enhance operational efficiency.

Duties and Responsibilities

Faculty Recruitment and Offer Letter Management

• 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.
• Responsible for drafting and finalizing faculty offer letters, ensuring accuracy, consistency, and alignment with institutional standards through the use of University systems and departmental workflows.
• Proactively identifies opportunities for greater efficiency and consistency, ensuring alignment with institutional standards.
• Manages and maintains candidate data and documents in the DMR system for DHIP and School of Medicine review, ensuring accuracy and data integrity throughout the recruitment process-from initial identification to contract signing.
• Facilitates weekly DOM/DHIP Hiring Team meetings by sharing the screen to review hires in progress and distributing a report in advance of each meeting.

Strategic Communication and Stakeholder Engagement

• Communicates recruitment challenges to leadership to support timely resolution and align with departmental goals.
• Shares hiring policy and practice updates from SOM APT with divisions and creates materials to support understanding and compliance.

Backup Credentialing Support

• Provides backup support for credentialing, serving as a secondary liaison between divisions, the CVO, and the MSO. Assists faculty with requirements and helps resolve issues to keep start dates on track.
• Supports quarterly reappointments, monitors DEA and NC Medical License renewals when covering for the primary contact, and works with divisions and faculty to address outstanding items and ensure compliance.

Special Projects and Administrative Support

• Research and complete non-routine requests and inquiries regarding faculty affairs.
• Compose letters for Chair as requested.
• Handle internal and external inquiries, many of which require ongoing follow-up due to their non-routine nature, ensuring timely resolution and effective communication throughout the process.

Adjunct Appointments & Quarterly Reappointment Cycles (Hospitalists)

• Process requests for secondary and adjunct appointments being hired without pay for internal and external faculty and auxiliary appointments for faculty across Duke.
• Monitor licensing expirations, current work status, and return signed letters.

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.

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.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends onthe 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.