Administrative Assistant - Women's Community & Population Health

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Duke Health Integrated Practice

Duke Health Integrated Practice comprises more than 110 primary and specialty outpatient clinics, extending the reach of Duke Health's mission across the state of North Carolina.

JOB LOCATION

Duke South Clinics - 40 Duke Medicine Circle

JOB SUMMARY

We are seeking an Administrative Assistant (onsite in Durham, North Carolina).  This position is mostly sedentary supporting both Urogynecology and our Research partners at both Patterson Place and our Navaho locations.

JOB DUTIES AND RESPONSIBILITIES

• General office management: calendar management, travel arrangements, scheduling meetings, general correspondence, and ordering supplies.
• Schedule and coordinate arrangements for seminars, conferences and speaking engagements for providers. Attend meetings to take minutes, provide information and serve as a resource person.
• Coordinate and update provider(s) schedules using to Outlook and Qgenda to coordinate clinical, research and administrative efforts and maximize productivity.
• Educates all new Providers on access related organizational structures, procedures, and Practice Standards. Support the Chief in the timely management of all communications, both written and verbal with a variety of constituents; compose emails, letters, and statements independently requiring interpretation and application of University policies, rules and regulations and monitoring follow up with all distributions that require answers, responses, and written replies.
• Submit Employee Travel & Reimbursement expenditures on behalf of providers, ensuring appropriate cost objects and GLs are used and expenditures have necessary documentation, are allowable, and are cleared by established deadlines. 
• Schedule patients for surgery by entering case requests and coordinating with financial care counselors and OR scheduling staff at each OR location.
• Submit schedule change requests using Service Now and Q-Genda. Reschedule patients that need to be cancelled within 45 days of the clinic date. Make appointments or proper referrals according to instructions and procedures; prepare documents and materials for clinics and/or patient admissions as requested. Call patients to prepare for upcoming appointments. Pull documentation as needed. Manage incoming and outgoing faxes and external records requests and medical records.
• Assist division with coordination and completion of FMLA and disability forms, dependent upon inpatient and outpatient. Acts as a liaison between front desk staff and providers for urgent appointments and access to care.
• Manage vendor relationship with Qgenda including training and system updates.
• Coordinate the build and review of WCPH clinical schedules in Qgenda. Initially drafted by Dr. Beverly Gray, with future reviews guided by a rules spreadsheet.
• Upload Division of Education backup coverage schedules into Qgenda based on inputs from Dr. Jonas Swartz.
• Publish finalized GYN call schedules in Qgenda quarterly. Collaborate with Tony Visco and John Ruch to streamline formatting and distribution, including support ticket submission to Qgenda if needed.
• Manage provider swaps and updates in Qgenda. Encourage faculty to use the swap function and oversee approval and communication of changes.
• Run monthly reports to monitor faculty vacation and conference day usage against departmental caps. Coordinate with division admins to ensure compliance.
• Set fiscal year limits for faculty time-away requests in Qgenda, including submission of support tickets for system updates.
• Submit Duke-published holiday dates to Qgenda via support ticket, including any department-specific holidays (e.g., Friday after Thanksgiving).
• Add/Update Qgenda users/profiles including new locations & task assignments
• Meet with new providers to ensure access to Qgenda, understanding of schedule navigation, and time-away request procedures.

JOB ELIGIBILITY REQUIREMENTS

• High School or equivalent.
• Two years of administrative support experience of increasing variety and/or complexity.
• Ability to clearly express expectations, goals, and timelines along with appropriate analysis, coordination, and monitoring of progress.
• Consistently displays accuracy and attention to detail.
• Excellent verbal and written communication skills, organizational skills, management of own time, and respect for the time of others.
• Identifies and analyzes significant problems and opportunities; relates and compares data from different sources.
• Excellent planning and scheduling skills with the ability to be flexible and graceful in the face of change.
• Demonstrated ability to effectively manage and participate in multiple projects of varying priorities in a consistently professional manner.
• Ability to work effectively with a range of responsible parties throughout the Department, either as a project leader or as a team member, to advance projects to timely and successful completion.
• Demonstrated ability to analyze problems from multiple points of view, to lead consensus building within groups with differing views, and to translate consensus into planned action.
• Ability to act on own initiative to further Department/Division goals.
• Successfully uses multiple software programs independently; software includes Microsoft Office applications, and Epic Maestro Care.

JOB HOURS

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