Administrative Assistant - Pediatrics

Job Summary

We are seeking an Administrative Assistant to provide administrative support to the Chair’s Office in the Department of Pediatrics by applying specialized knowledge and skills to independently or collaboratively resolve complex, non-routine administrative challenges.

Quality Support

• Manage the institutional quality reporting for the department
• Ongoing Professional Practice Evaluation (OPPE): Receive data bi-annually for all department-owned and affiliated faculty and APPs assigned to the Department
• Pull division OPPE reports for each department/division for each provider and place on individual PDF page for use and distribution; create a summary analysis for entire department and by division
• Update communications to division directors, senior business managers, CVO, and faculty/APPs; email/communicate those listed previously with OPPE information (under threshold, availability to review, etc.), review and collect ad hoc reports for providers that need them
• Collate all reports for review by department leadership and send to CVOSend reminder emails to division director that OPPE cycle has started to remind their respective division; per division, pull/email reports to division chiefs to provide insight into how their team is doing and identify areas of improvement for faculty and APPs
• Update OPPE fast facts document when changes are made to data or process and upload to intranet
• Focused Profession Practice Evaluation (FPPE): Receive monthly data and track status of completion & submission to CVOWork with division director or supervising physician to complete their part of the FPPE report; work with provider to reach out to an admin member to complete their part of the FPPE report; review completed reports and route to division director for approval, collate finalized reports and send to CVO; follow up with division directors, supervising physicians, and/or admins on outstanding FPPEs; fix any errors on the reports if returned from CVO
• Create yearly folders in private drive per provider for organization of their FPPE reports
• Update FPPE fast facts document when changes are made to the process and upload to intranet
• Quarterly Quality Improvement (QQI) Report: Receive list of credentialed faculty and APPs up for renewal to provide their data from PS Wed, if no data is available work on OPPE (may include FPPE report and/or ad hoc) data for past 2 years. Provide QI report to the CVO for review

Administrative Support

• Support departmental leaders including Vice Chair of Administration and Finance, Director of Practice Operations & Education, Vice Chair of Practice, Vice Chair of Quality, Associate Chief Administrative Officer, and HR Director.
• Prepare and submit expense reports using Concur.
• Maintain filing systems and Duke Box backups for Chair’s Office documentation.
• Manage supply orders via Buy@Duke.
• Process check requests and manage supply orders via Buy@Duke.
• Provide front desk coverage, greeting guests, and screening calls.
• Pick up departmental mail weekly.
• Maintain and update departmental listservs and internal distribution lists.
• Develop and maintain the intranet site for division leadership meeting minutes.
• Consolidate and upload meeting documentation.

Bullpen Room Management

• Monitor usage, manage access, and track usage patterns.
• Maintain inventory and purchase supplies (coffee, snacks, swag).
• Ensure the space remains functional and orderly.

Job Eligibility Requirements

• High school education or equivalent.
• Associate's degree in business related field preferred.
• Two years of administrative support experience of increasing variety and/or complexity.
• Four years of related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles, and coordination of major office activities preferred.
• A high level of professionalism, discretion, and organizational ability to support departmental operations, leadership, and strategic initiatives.
• Ability to take direction and feedback, apply knowledge and skills using logic and reasoning to identify alternative solutions to resolve administrative issues/problems independently.

Job Hours

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