ADMINISTRATIVE COORDINATOR

Duke Health Integrated Practice is an exceptional, multi-specialty physician practice encompassing 140 clinics across North Carolina. We attract and retain premier medical professionals with competitive compensation, benefits, and a nurturing work atmosphere that unites passion and purpose.

Learn more about us: https://dhip.dukehealth.org/about-us

JOB LOCATION

Children's Health Center - Duke North, GSRB1 (Hybrid)

JOB SUMMARY

We are seeking an ADMINISTRATIVE COORDINATOR to assist the Business Manager in the administration of department financial and clinical operating procedures and programs in 4 clinical divisions within the Department of Pediatrics- Cardiology, Genetics, Nephrology, and Rheumatology.  This position also provides administrative support for the Y.T. and Alice Chen Pediatric Genetics and Genomics Research Center.

JOB DUTIES AND RESPONSIBILITIES

Financial Management

• Prepare monthly divisional finance reports and analysis for division leadership, includes all operational and discretionary code
• Monitor monthly variance reports and update division administrator appropriately
• Review and facilitate resolving significant financial variances and potential overdrafts
• Partner with grants and contracts administrator in adjudicating any research fund inquiries/issues
• Review charge and receipt information for respective division(s) and coding pattern; inform division leadership on any discrepancies or variances
• Maintain appropriate financial records for division
• Assist with the preparation of annual budget, financial analyses including pro forma, and other financial activities
• Facilitate reconciliation of all applicable divisional fund codes
• Review and approve travel and expense reimbursement

Personnel Management

• Coordinate daily work flow of staff assistants
• Ensure adequate support staffing levels necessary to maintain administrative office operations
• Coordinate on boarding of new employees (faculty and staff) include division specific orientation meetings, class enrollment, resource allocation (computer, system access, keys, supplies)# Review and approve biweekly and monthly staff employee time cards and requests for time off/leaves
• Work with appropriate department, SOM, and PDC contacts for provider(physician and APP)recruitment and credentialing/privileging tasks
• Coordinate timely completion of faculty e-certification and effort management process

Clinical Practice / Operation Support

• Monitor patient encounter closeout reports and serve as contact to assist/resolve issues
• Review and approve clinic templates/schedule changes to ensure patient access
• Review and monitor access reports
• Maintain division communication/website materials Seeking candidates with the following:
• Proven ability to research, gather, synthesize and organize information to produce concise reports using various resources.
• Excellent interpersonal, as well as written and verbal communication skills to interact with a variety of personalities at all levels, exercising tact, sound judgment, diplomacy, and flexibility to promote positive working relationships and job effectiveness.
• Proven organizational, analytical and management skills.
• Ability to work independently and follow through on assignments with minimal direction.

Y.T. and Alice Chen Pediatric Genetics and Genomics Research Center (aka Chen Center)

• Plan and execute annual board meetings for the Chen Center.
• Prepare quarterly financial reports for the Medical Genetics Division Chief and Administrative Manager regarding Chen Center Funds.
• Make sure that the Chen Center website is up to date. 
• Follow up with funded investigators regarding studies and ensure that summary reports are submitted. 

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.