Duke University Hospital

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at Duke University Hospital

Posted: 10/2/2019
Job Reference #: 1346836
Categories: Other/General
Keywords: weekend

Job Description

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Duke Entity

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Job Description


Effective immediately, there is a position available for a Staff Assistant in the Reproductive Endocrinology and Fertility Division in the Department of Obstetrics and Gynecology. This position would manage the day to day operation of the Assisted Reproductive Technology Laboratories.


Occupational Summary:
Perform responsible administrative and secretarial duties of a complex and confidential nature in support of major departmental or divisional activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations.  Position requires some weekend work.  Usually 1-2 weekends per month, approximately 4 hours on Saturday and/or Sunday mornings. 

Work Performed:
Management of Frozen Embryo and Sperm:
  • Invoicing patients for specimen storage, including tracking inventory and follow up for ongoing storage. 
  • Track down patients to see if they want to continue storing embryos. Contact with patients is very important so that embryos and sperm are maintained properly and for the duration requested by the patient.
  • This is a critical component to the financial well-being of the department and must be maintained with accuracy.
  • Answering and routing phones calls for the Andrology Lab, copying, faxing, scanning, initiating patient contact via phone or email.
  • Screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of communication and knowledge of departmental programs and activities.
  • Organize and maintain files of records, reports and correspondence required for reference and efficient operation of lab records; compile and summarize data and assist in preparing regular and special reports.
  • Supply ordering & inventory - IVF& Andrology Lab (i.e. plastic wear/dishes, kits for freezing embryos)
  • Serve as back up when needed for other division operational needs.
Immunoassay of Reproductive Endocrine Profile:
  • Prepare and process patient blood specimens and assay materials for analysis.  Analysis includes loading and unloading patient specimens, independent operation of hormone analyzing machine including maintenance of reference, quality control and disposable materials.  This includes verification and reporting of results.
Data Entry:
  • Data entry:  every report that is done has to be entered into a Division database for statistical reporting. Access skills preferred and general office computer skills preferred.
  • Maestro entry and billing in maestro:  Every time they do a test (i.e. semen analysis) it has to be entered into maestro for a report so that the physicians can see the test results. Then they have to make sure the tests are billed through maestro.  Keep track of patient payments and quarterly billing that is in Maestro.
Specimen collection room set up:
  • Semen collection rooms have to be disinfected to be set up for the next patient. 
  • Greeting patients, checking ID, and escorting them to the specimen collection room with instructions on the collection process.
Gamete shipping and receiving:
  • Gamete shipping - process paperwork before unloading shipment. 
  • Shipping donor specimens to other facilities.  Assist with paperwork and contacting other facilities.
  • Gamete receiving – unpacking and storing shipments. The lab will get a lot of donor sperm shipped in. It is a tedious process for paperwork before shipper can be unloaded.
Patient scheduling and consenting: 
  • Cancer/Transgender/Surgical Recovery of Sperm patient scheduling.  Coordinate scheduling needs between the physician and the patient. Explaining the process and completing the necessary forms.  Oncology/Endocrinology will call randomly for cancer and transitioning patients so they can get patient in quickly.  This position must be able to explain the processes to physicians and patients.  Tell the physicians what will happen, then talk to patient and coordinate appointments.  Need to be able to handle these and get the patient scheduled and worked in according to their schedule. The person in this position will  be responsible for contacting the patient to coordinate when they come, communicate the costs for long-term storage/short-term storage, explain what’s going to happen when the patient arrives at the clinic. 
Skills desired:
  • Excellent Organizational Skills
  • Microsoft Access
  • General Office Computer Skills
  • Telephone Protocol


Requisition Number

Position Title


Job Family Level

Full Time / Part Time

Regular / Temporary

Department Name
Reproductive Endocrinology & Fertility

Minimum Qualifications
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.


Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.


Work generally requires three years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities. OR and equivalent combination of education and relevant experience.