Administrative Assistant - Pediatrics Cardiology @ Duke 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 the Duke Health mission across the state of North Carolina.

JOB LOCATION

Department of Pediatrics – 2301 Erwin Road, Durham, NC 27710

JOB SUMMARY

We are seeking an Administrative Assistant to provide advanced administrative support to the Division of Pediatric Cardiology and the Pediatric Heart Center (PCHC). This position serves as a shared resource supporting the Administrative/Service Line Manager, Division Chief, Section Chiefs, PCHC Co-Directors, and Executive Board through scheduling, meeting coordination, agenda preparation, minutes, action-item tracking, document management, onboarding coordination, and routine communications.

In support of leadership and professional staff, the incumbent is regularly required to independently resolve moderately complex administrative issues, conduct research as needed, and coordinate diverse administrative activities. The role requires effective prioritization across divisional, and PCHC needs to ensure consistent support, efficient operations, and successful execution of organizational priorities.

JOB DUTIES AND RESPONSIBILITIES

Administrative Support & Executive Coordination

• Provide administrative support to the Division Chief, Section Chiefs Administrative/Service Line Manager, PCHC Co-Directors, and designated leadership teams.
• Manage calendars, schedule meetings, and coordinate complex meeting logistics for divisional and PCHC leadership.
• Prepare agendas, presentations, reports, correspondence, and other administrative documents.
• Coordinate travel arrangements, conference registrations, and related reimbursements as needed.
• Organize and maintain departmental files, records, and shared documents.
• Prioritize and respond to routine inquiries, serving as a point of contact for faculty, staff, trainees, and institutional partners.
• Support onboarding activities for faculty, staff, trainees, and other personnel.

Governance, Project & Operational Support

• Coordinate divisional and PCHC governance activities, including meeting scheduling, agenda development, minutes, and follow-up on action items.
• Track assignments, project milestones, and deadlines to support accountability and timely completion of priorities.
• Assist with special projects, operational initiatives, and administrative workflows.
• Compile, maintain, and distribute reports, metrics, and other information needed by leadership.
• Support implementation of divisional and Center-wide initiatives by coordinating communication and follow-up among stakeholders.
• Serve as a liaison between divisional leadership, faculty, administrative staff, and institutional partners.

Communication & Administrative Operations

• Draft and distribute routine communications on behalf of divisional and PCHC leadership.
• Assist with planning and coordination of events, retreats, faculty meetings, and leadership meetings.
• Support collection, organization, and maintenance of information needed for operational, financial, and strategic activities.
• Maintain departmental calendars, distribution lists, and communication platforms.
• Coordinate document routing, approvals, and record retention in accordance with departmental and institutional requirements.
• Identify and recommend administrative process improvements that increase efficiency and effectiveness.

JOB ELIGIBILITY REQUIREMENTS

Required Qualifications

Education

• High school education or equivalent.

Experience

• Two years of administrative support experience of increasing variety and/or complexity.

Preferred Qualifications

Experience

• Experience supporting physician leaders, administrators, or executive-level leadership.
• Experience in an academic medical center, healthcare organization, or university setting.
• Experience with event planning, project coordination, and governance support.
• Familiarity with Duke administrative systems and processes.

Knowledge, Skills, and Abilities

• Strong organizational, time-management, and prioritization skills with attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office and other office technologies; ability to effectively use technology to improve efficiency and support operations.
• Knowledge of departmental policies, procedures, and administrative practices.
• Ability to manage multiple priorities, coordinate projects, and track action items independently.
• Ability to handle confidential information with professionalism and discretion.
• Strong customer service skills and ability to build effective working relationships with faculty, staff, leadership, and institutional partners.
• Ability to prepare correspondence, reports, agendas, presentations, and meeting minutes.

JOB HOURS

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

Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military 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.