Administrative Coordinator

Administrative Coordinator

Work Arrangement : Requisition Number : 246015 Regular or Temporary : Regular Location :

Durham, NC, US, 27710

Personnel Area : DUKE HEALTH INTEGRATED PRACTIC Date : Jun 28, 2024

JOB LOCATION

Duke Childrens Health Center - 2301 Erwin Road

JOB SUMMARY

We are seeking an Administrative Coordinator to assist the department or division head in administration of department financial and operating procedures and programs.

JOB DUTIES AND RESPONSIBILITIES

Financial :

• Assists with Senior Business Manager and Division Chief with the preparation of the annual budget
• Oversee financial account for the division(s) (ex. Discretionary, CME) for the division(s) to direct planning and coordination of goods and services
• Maintain appropriate financial records
• Review and validate samples from FAM for all non-sponsored funds for division(s)

Human Resources :

• Train administrative staff in procuring goods, submitting reimbursements, creating and submitting journal vouchers, and clearing corporate card expenses
• Coordinate onboarding of new employees (faculty and staff) including division(s) specific orientation meetings, class enrollment, resource allocation (e.

g., computer, system access, keys, supplies, etc.)

• Work with appropriate department, SOM and DHIP contacts for provider (physician and APP) recruitment and credentialing / privileging tasks
• Supervise, lead team, coordinate work, and manage the performance of designated employees
• Ensure adequate support staffing levels necessary to maintain administrative office operations
• Review and approve biweekly and monthly (as payroll delegate) staff employee timecards and requests for time off / leaves
• Works with Senior Business Manager in partnership with SOM Visa services contact to process visa applications and obtain necessary work authorizations for departmental faculty, postdocs, and other personnel
• Assist with keeping divisional websites updated by communicating divisional changes to departmental Communications Specialist
• Assist with communicating policy and process workflow changes to divisional Staff Assistants

Clinical Administrative :

• Serve as the scheduling point of contact for the division(s) to both internal and external groups
• Direct oversight and management of decision trees, templates, subgroups, escalation plans, scheduling principles, and other scheduling-related topics
• Review and enter physician scheduleds into QGenda, and ensure alignment with provider expectations (i.e. CFTE)
• Review and monitor access reports
• Monitor patient encounter closeout reports and serve as contact to assist / resolve issues

Other :

• Perform other related duties and projects incidental to the work described herein
• Partner with Duke Health marketing team to maintain division communication / website materials

JOB ELIGIBILITY REQUIREMENTS

Work requires a general business background generally equivalent to a bachelor's degree in a business related field.

Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.

A master's degree in a business related field may be substituted for 2 years’ experience.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND / OR EXPERIENCE.

JOB HOURS

The schedule for this position is day shifts, Monday-Friday, with no weekends or holidays.

Some roles within our organization may encompass essential job functions requiring distinct physical and / or mental capabilities.

Further details and accommodation requests will be addressed by individual hiring departments.

Duke Health Integrated Practice is dedicated to Equal Opportunity Employment, fostering a diverse workforce without regard to age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

We aspire to build a community grounded in collaboration, innovation, creativity, and belonging. Our shared achievements rely on a dynamic exchange of ideas, flourishing best when a multitude of perspectives, backgrounds, and experiences thrive.

Upholding these values is a collective responsibility within our community.

This job description aims to outline representative responsibilities for this title, not an exhaustive account of specific duties.

Employees may be assigned job-related tasks beyond those explicitly outlined here.

Nearest Major Market : Durham

Nearest Secondary Market : Raleigh