Administrative Coordinator - Psychiatry - Department Chair's Office

Duke Careers • Durham, NC

7d • $59,829 - $86,700 • Hybrid

About The Position

As special assistant to the Department Chair, the administrative coordinator provides comprehensive administrative support in service of the chair’s leadership and clinical responsibilities within the School of Medicine and beyond. They resolve complex administrative problems, anticipating chair and constituent needs, while exercising discretion in sensitive leadership, personnel, and patient matters. This position will oversee the day-to-day activities & supervision of other administrative staff supporting the chair’s office. The administrative coordinator also maintains working relationships with other administrative support staff of Duke University School of Medicine and Duke Health system leaders to ensure timely and accurate information flow and to facilitate collaboration that supports department aims.

Requirements

• Work requires a general business background, generally equivalent to a bachelor's degree in a business-related field.
• Work requires two years of related administrative experience and coordination of major office activities. A master's degree in a business-related field may be substituted for two years of experience, or another equivalent combination of relevant education and/or experience.

Nice To Haves

• Administrative support experience in clinical and academic medicine settings
• Proficient with Microsoft Office Suite
• Familiarity with Duke purchasing, personnel, and clinical systems (ex. Buy@Duke, Epic, etc)
• Strong communication, organizational, and time management skills
• Ability to prioritize tasks and requests in a fast-paced environment

Responsibilities

• Independently manage and prioritize the Chair’s calendar and institutional commitments, balancing clinical, academic, and leadership priorities
• Evaluate competing requests and determine appropriate scheduling, escalation, or delegation of matters requiring the Chair’s attention
• Prepare briefing materials, presentations, and background information to support executive decision-making and external engagements
• Manage procurement activities associated with the Chair’s office, including oversight and reconciliation of procurement cards and coordination with departmental finance partners
• Facilitate communication between the Chair and School of Medicine, Duke University Health System, and external leadership offices
• Serve as a primary point of coordination between departmental leadership, faculty, and administrative teams to support resolution of operational matters
• Ensure consistent and timely information flow across leadership stakeholders and administrative partners
• Apply knowledge of organizational policies and procedures to ensure appropriate decision-making pathways and administrative processes are followed
• Support planning and execution of departmental events and leadership engagements sponsored through the Chair’s office
• Coordinate annual outreach activities related to development initiatives
• Identify administrative or operational efficiencies within Chair’s office activities and recommend process improvements when appropriate
• Assist in coordinating resources associated with recruitment, retention, and strategic initiatives led by the Chair
• Oversee the day-to-day work activities of administrative staff supporting the Chair’s office
• Establish workflow priorities and provide guidance to ensure effective operational support of leadership activities.

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