Administrative Manager, PEDS

North Carolina, United States
11 Oct 2018
End of advertisement period
11 Dec 2018
Contract Type
Full Time

Pediatrics-Chairman Office

Job Description

Occupational Summary

Provide administrative coordination of a variety of business and clinic related functions such as scheduling, billing, operations, and project management for a large, complex and active University department.

Work Performed

Clinic Interaction

  • Liaison between clinic leadership, provider, and division personnel
  • Monthly meeting with clinic leadership (Meet with each nurse manager/HCA)
  • Review of Customer Service scores/Press Ganey Surveys
  • Negotiate for clinic space with Nurse Managers & HCAs
  • Investigate all high-level incidents reported to Clinical Ops involving two or more entities (e.g. Divisions, Clinics, Hub, PRMO, Cadence, DHTS, etc.)

Division Interaction

  • Access Projects
  • Liaison between division and department
  • Resource for division personnel
  • Oversee the approval letters process for risk management regarding provider credentialing for all off site locations, following Coordinator completion and updates
  • Oversee provider change forms following Coordinator completion
  • Work with providers and PDC regarding letters to patients for moves and terminations/resignations.
  • Investigate all high-level incidents reported to Clinical Ops Duke Health Access Services Interaction
  • Overall administrative oversight & liaison of Pediatrics Scheduling Hubs
  • Scheduling guidelines oversight, review, and updates
  • Monthly scheduling meetings with each division/program
  • Collaborate and coordinate with Duke Health Access Services leadership related to scheduling center processes, standards and initiatives
  • Attend monthly staff meeting for Duke Children’s schedulers Physician On-Boarding
  • Space Planning
  • Master Template creation
  • Attend new provider enrollment
  • Ensure resources are available Committee Attendance
  • DHAS Support Services Advisory Committee
  • Template Review Committee
  • Ambulatory Executive Committee
  • CHC Outpatient Division Staff Meeting
  • PDC/Health Center Administrator Meeting
  • DHAS Executive Meeting
  • Pediatric Review Board Meeting Attendance
  • 1:1 Weekly Meeting with Director of Clinical Ops
  • Clinical Ops Team Weekly Meeting
  • CFS-Peds Review Board Weekly Meeting
  • SBM monthly meetings to disseminate Dept.’s feedback to Divisions as a whole & collect Divisions’ feedback to Dept. on specific policies & performance
  • AC monthly meetings
  • Division Faculty Meeting as needed (to present to providers and their address concerns)
  • CHC/LB Ops monthly meetings
  • OP Scheduling Center Exec monthly meetings
  • Scheduling Hub Bi-monthly meetings as needed (e.g. months leading up to the roll out major process changes and/or months immediately following the go-live)
  • Hub Gen Peds Bi-monthly meetings
  • Peds Stakeholder Group Meetings
  • Special/Ad Hoc Committee meetings, as needed (e.g., Gifts/Grants)
  • Semi Annual Ambulatory Network Meeting Meeting Management

Prep for & Lead the following meetings:

  • 1:1 with DHAS Peds Access Center Manager weekly meetings, consistently
  • 1:1 with Performance Services monthly
  • Template Review Committee monthly meetings
  • Access Projects Committee quarterly meetings
  • Decision Tree quarterly meetings o Peds Dept. Admin Meeting (bi-monthly) Scheduling/Template Management
  • Oversight all aspects of patient scheduling compliance
  • Oversee all master template changes for Cadence for existing, new and terminating providers o Work with Provider and Division Administrator to negotiate appropriate template (number of new slots, length of visit types, start time, end time, etc.) o Manage template change requests. Negotiate appropriateness of change. Evaluate impact on rework of clinic cancellations and rescheduling patients. Evaluate scheduling efficiencies. Evaluate impact on clinic space. Evaluate impact on provider dashboards
  • Track physician clinical expectations
  • Track clinic schedules and sites
  • Monitor clinic cancellation requests and address those requests that are submitted less than 45 days in advance per Department & PDC policy
  • Coordinate new clinic programs/multi-disciplinary clinics (i.e. cleft palette, NM clinic, lupus, hyperlipidemia)
  • Work with HCA to request new DEP, cost center, etc. for new and closing clinic locations
  • Review room utilization for clinic and service growth Department Projects
  • Regular collaboration with performance services to further analyze data
  • Clinic access and scheduling processes for all pediatric clinic sites
  • Project management (i.e. Cadence, Decision Trees, Access, etc.)

Perform other related duties incidental to the work described herein. The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Requisition Number 401483225
Location Durham
Job Family Level 14
Exempt/Non-Exempt Exempt
Full Time / Part Time FULL TIME
Regular / Temporary Regular
Shift First/Day

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 general business back ground generally equivalent to a bachelor's degree in a business related field.


Work requires 4 years related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions. 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

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