ADMINISTRATIVE COORD

Duke Careers • Durham, NC

2d

About The Position

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

The Administrative Coordinator/Executive Assistant will support the Chair of the Department of Anesthesiology. This role is ideal for someone who thrives in a fast-paced academic medical environment and enjoys being at the center of departmental operations—managing communications, coordinating schedules, and ensuring smooth execution of clinical, educational, and administrative priorities

Requirements

• Ability to solve complex problems using judgment and discretion in coordination with complex Duke policies and procedures.
• Ability to work in a fast-paced environment.
• Work requires a general business background, generally equivalent to a bachelor's degree in a business-related field.
• Work requires 2 years of 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 of experience.
• OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Responsibilities

• Serve as the primary conduit to the Chair, managing extensive time commitments and obligations to ensure the smooth and efficient operation of the Chair’s office.
• Independently identify and resolve day-to-day operational issues; interpret complex matters; and demonstrate a strong working knowledge of departmental, School of Medicine, and Duke Health policies and initiatives.
• Address and, when appropriate, resolve departmental concerns in the Chair’s absence.
• Monitor, prioritize, and screen all correspondence based on complexity, sensitivity, and significance.
• Act as a confidential liaison with faculty, staff, and university and health system offices.
• Perform a wide range of advanced administrative duties requiring a high degree of discretion, independent judgment, and confidentiality.
• Respond to inquiries and requests on behalf of the Chair.
• Provide highly complex calendar management for the Chair, requiring advanced scheduling, prioritization, and coordination skills.
• Plan, coordinate, and administer meeting logistics, agendas, and supporting materials.
• Prepares controls and maintains financial records and budget of the Chair's office, providing quarterly updates on expenses to the Chair.
• Identify areas for cost savings and improvements on a regular basis.
• Works with the finance team on varied financial requests as requested by the chair for operational needs.
• In addition, manages all resources in the Chair's office, including recruitment/retention activities.
• Plan and coordinate special projects on behalf of the Chair, Chief Administrative Officer, division chiefs, and directors.
• Coordinate and oversee faculty recruitment visits and major departmental events, working with event coordinator on managing event budgets, select vendors and venues, and negotiating contracts.
• Collaborate with the Chair, Chair Administrative Officer, Administrative/Human Resources Manager, department directors, and division chiefs to gather, compile, and analyze data supporting departmental and divisional goals, productivity plans, and strategic initiatives.
• Prepare departmental reports and briefing materials for the Chair.
• Develop, edit, and update PowerPoint presentations using content generated independently and/or by others.
• In partnership with the Department Administrative Coordinator, serve as staff liaison to the Departmental Appointments, Promotions, and Tenure (APT) Committee.
• Compile, verify, and submit required documentation for faculty promotions to departmental HR for processing with the APT Office.
• Maintain faculty tracking systems and ensure timely scheduling of annual faculty review meetings with the Chair.
• Supervise and coordinate the work of designated staff, reviewing completed work for accuracy, quality, and adherence to instructions.
• Recommend personnel actions, including hiring, performance evaluations, promotions, transfers, and leave scheduling.
• Coordinate domestic and international travel for the Chair, including preparation of detailed itineraries.
• Ensure timely submission and reconciliation of travel and business expenses; maintain accurate records of receipts and documentation; and serve as a backup approver for departmental charges as needed.
• Maintain the Chair’s curriculum vitae, manuscripts, journal reviews, and related materials.
• Organize and maintain accurate hard-copy and electronic files, including correspondence, reports, abstracts, grants, and other documents essential to the efficient operation of the office.
• Handle sensitive communications with professionalism and discretion, represent the Chair’s office in meetings and communications when needed, Interface with university administration, hospital systems, and professional organizations
• Perform other related duties incidental to the work described herein.

Benefits

• Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family- friendly and cultural programs to eligible team members.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level